HomeMy WebLinkAbout20151809.tiff RESOLUTION
RE: APPROVE TASK ORDER CONTRACT FOR PUBLIC HEALTH EMERGENCY
PREPAREDNESS SUPPLEMENTAL EBOLA FUNDING 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 for the Public Health
Emergency Preparedness Supplemental Ebola Funding 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 April 1, 2015, and ending September 30, 2016, with
further terms and conditions being as stated in said task order contract, and
WHEREAS, after review, the Board deems it advisable to approve said task order
contract, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Task Order Contract for the Public Health Emergency Preparedness
Supplemental Ebola Funding 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.
2015-1809
CGL( /JG Zia-1 2015-1809
I
TASK ORDER CONTRACT FOR PUBLIC HEALTH EMERGENCY PREPAREDNESS
SUPPLEMENTAL EBOLA FUNDING
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 22nd day of June, A.D., 2015, nunc pro tunc April 1, 2015.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, CO RADO
ATTEST: w 'athirkrney
iA.
�'' �� er Chair
Weld County Clerk to the Board ��1 A. "1
Mike Freeman, Pro-Tem
BY: ( (I •) Qh JI ----- ,--_ �
D Oily Clerk to the Bo rd �w, —
,I,`•;, Sean P. Con ay ot
APPROV D AS TO FOR *;,,` ' u�(,,U 0r , - r ulie A. Cozad
County Attorney � �� /._,e4--e- ,91.c.,-z-ei...gr
,,/ Steve Moreno
Date of signature: /o" _
2015-1809
HL0047
1861 Memorandum
• TO: Barbara Kirkmeyer, Chair
GouN T Y Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH, Executive Director
Department of Public Health & Environment
DATE: June 18, 2015
SUBJECT: Public Health Emergency Preparedness
(PHEP) Supplemental Ebola Funding
Enclosed for Board review and approval is a contract between the Colorado Department of
Public Health and Environment and the Board of County Commissioners of Weld County on
behalf of the Weld County Department of Public Health and Environment.
The Task Order Contract is for supplemental Ebola funding in the amount of $40,000 to plan,
prepare, and respond in the event of an outbreak. The term of the contract is for July 1, 2015,
through September 30, 2016.
The funding is being offered to us as a supplement to the federal public health emergency
preparedness grant approved annually by the Board. This funding focuses on four priority
areas:
1. Development of coordinated monitoring plans and incorporation of those plans into the
broader emergency response plan for Weld County.
2. Contact of suspected infectious cases within 24 hours of arrival in Weld County.
3. Daily contact and monitoring of suspected cases for 21 days after arrival in Weld
County. (Our department has already had to monitor researchers/aid workers returning to
Weld County from affected countries in Africa.)
4. Reporting of monitoring data to CDPHE on a daily basis during an active case.
No new personnel will be required to perform the tasks listed on the contract's Statement of
Work.
This task order contract was approved for placement on the agenda by the Board via pass-
around dated June 9, 2015.
I recommend approval of this Public Health Emergency Preparedness (PHEP) Supplemental
Ebola Funding contract.
2015-1809(0
BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW/WORK SESSION REQUEST
RE: REVISED Public Health Emergency Preparedness(PHEP)Supplemental Ebola Funding Contract
DEPARTMENT: PUBLIC HEALTH&ENVIRONMENT DATE: July 24, 2015
PERSON REQUESTING: Mark E. Wallace, MD,MPH,Executive Director •
Brief description of the problem/issue:
Enclosed for the Board's review and approval is a revised Task Order Contract between the Colorado
Department of Public Health and Environment (CDPHE) and the Weld County Department of Public Health
and Environment (WCDPHE) for supplemental Ebola funding in the amount of$40,000 to plan, prepare, and
respond in the event of an outbreak. The initial contract was approved and signed by the Board on June 22,
2015.
Upon receipt of the previously signed contract, CDPHE made the following changes:
1. The start date changed from 4/1/2015 to 7/1/2015 on the first page of the contract and the first page of
the scope of work,however the real start date will be the date the state controller signs the contract.
2. A change was to add the contract number.
3. The contract routing number change from 15 FHJA ' "** to 16 FHJA*****.
4. The original master contract numbers where incorrect and they now reflect the correct original master
contract number.
5. The project description was changed in Exhibit A - Additional Provisions to match the scope of work
project description.
6. A sticker was printed with the correct name of your entity and placed over the entity name. Some
contracts had handwritten entity names. This will correct the issue.
No new personnel will be required to perform the tasks listed on the contract's Statement of Work. This revised
contract has a due date of July 29, 2015.
What options exist for the Board?
1. Declining this contract providing supplemental funding will be a missed opportunity to coordinate
planning and training for an outbreak response and similar disease outbreaks.
2. Approving this agreement will enhance efforts of WCDPHE, Weld OEM and the Weld ESF 8
Healthcare Coalition to better prepare for an Ebola incident through training, exercise and integration of
communication plans.
Recommendation: I recommend approval of this request to sign the Ebola funding revised agreement.
Approve Schedule
Recommendation Work Session Other/Comments
Barbara Kirkmeyer, Chair
Mike Freeman, Pro-Tem t"1
Sean P. Conway
Julie A. Cozad
1
Steve Moreno jti_
702?1,20(5 aoI5 - !Boq
Rafaela Martinez
From: Andrew Glendenning
Sent: Friday, July 24, 2015 9:01 AM
To: Skye Turchado
Cc: Tanya Geiser
Subject: FW: Page Changes Made To The Ebola Contract Packet
Importance: High
Skye,
I looked over the contract and it looks okay to me. Please see forwarded info below from the state.
Andrew Glendenning, MPH
Public Health Preparedness Coordinator
Weld County Department of Public Health& Environment
1555 N. 17th Ave. Greeley,CO 80631
Phone: 970.304.6470 x 2381 Fax: 970.304.6452
aglendenning@weldgov.com
MI CI
r
�xt
Confidentiality Notice:This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged,confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication.Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Hilliard - CDPHE,Joslynn [mailto:joslynn.hilliard@state.co.us]
Sent: Tuesday, July 21, 2015 11:14 AM
To: Andrew Glendenning
Subject: Re: Page Changes Made To The Ebola Contract Packet
Hi Andrew,
I will be sending you a new contract for Ebola with the page changes for your county commissioner to review and sign. Please note,these changes do not affect the scope of work nor the budget,it is only
correcting the contract template. Also,please be aware that sending your contract for signature again will delay the start of the contract and no work can be performed until the contract has been fully
executed.
Please let me know if you have any questions. Thanks!
On Mon, Jul 20, 2015 at 10:47 AM, Andrew Glendenning<aglendenning( co.weld.co.us>wrote:
Joslynn,
Weld County will need a new contract for our commissioners to review and sign.
1
Thank you,
Andrew Glendenning, MPH
Public Health Preparedness Coordinator
Weld County Department of Public Health & Environment
1555 N. 17th Ave. Greeley, CO 80631
Phone: 970.304.6470 x 2381 Fax: 970.304.6452
aglendenning@weldgov.com
Confidentiality Notice:This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged,confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication.Any disclosure,copying,distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Hilliard - CDPHE,Joslynn [mailto:joslynn.hilliardCa>state.co.us]
Sent: Friday, July 17, 2015 3:24 PM
To: JzayachObouldercounty.orq; Martz, Stephanie; aellisCaci.broomfield,co.us; LFryOci.broomfield.co.us; Liz Stark; Tazi
Lutgring; bill.burmanOdhha.orq; Yale, Andrew R; Karri.Hobaicaadhha.orq; Caine, Julie K;jerwinqeffco.us; Christine
Billings; chedgecc jeffco.us; Vannesa Benefiel; alebailly( larimer.orq; mmacphersonOlarimer.orq; Bruce Peters;
jschildCa)larimer.orq; block(aco.montezuma.co.us; ostalker(tco.montezuma.co.us; Karen Dickson; Laurel Schafer; Emily
Brown; dianne.koshak(a riograndecountv.orq; Becky Joyce; Lois MacKenzie; amywCa co.summit.co.us; SheriR; John M.
Douglas; mharkleroadatchd.orq; Michael Belieu; Kurt Williams; Michele Askenazi; Mark Wallace; Andrew Glendenning;
Tanya Geiser; Wendy Paris
Subject: Page Changes Made To The Ebola Contract Packet
Greetings All,
2
I first would like to apologize in the delay of getting the Ebola contracts executed. Our Purchasing Department has requested the
following changes to your contract. Can you please reply with an email stating you approve the following changes.
I am writing you to get approval to make page changes within the Ebola contracts. Please note these changes are only template changes
and does not affect their SOW or budget. The changes made to the contract packet are as follows:
1. The start date changed from 4/1/2015 to 7/1/2015 on the first page of the contract and the first page of the
scope of work, however the real start date will be the date the state controller signs the contract.
2. A change was to add the contract number.
3. The contract routing number change from 15 FHJA ***** to 16 FHJA *****.
4. The original master contract numbers where incorrect and they now reflect the correct original master
contract number.
5. The project description was changed in Exhibit A-Additional Provisions to match the scope of work project
description.
6.A sticker was printed with the correct name of your entity and placed over the entity name. Some contracts had handwritten entity names. This will correct the issue.
Please respond to this email by Tuesday July 21, 2015, letting me know if you either approve of the page
changes or if your agency would like to sign a new contract with the page changes.
Thank you
Joslynn
Kind Regards,
Joslynn Hilliard, BSBA, MBA
Contract Monitor and Administrator
3
Ej
P 303.692.6367 I F 303.691.7811
4300 Cherry Creek Drive South, Denver Co, 80246, OEPR-A2-4350
Joslynn.Hilliard@state.co.us I www.colorado.gov/cdphe
Questions about Ebola?
Visit www.colorado.eov/ebola
Kind Regards,
Joslynn Hilliard, BSBA, MBA
Contract Monitor and Administrator
t act
P 303.692.6367 I F 303.691.7811
4300 Cherry Creek Drive South, Denver Co, 80246, OEPR-A2-4350
Joslynn.Hilliard@state.co.us I www.colorado.gov/cdphe
Questions about Ebola?
Visit www.colorado.aov/ebola
4
DEPARTMENT OF PUBLIC HEALTH AND
ENVIRONMENT
CMS ROUTING NO. 16 FHJA 80373
APPROVED TASK ORDER CONTRACT - WAIVER #154
This task order contract is issued pursuant to master contract made on 01/17/2012,with routing number 13 FAA 00051.
STATE: CONTRACTOR:
State of Colorado for the use&benefit of the Board of County Commissioners of Weld County
Department of Public Health and Environment (a political subdivison of the state of Colorado)
915 10th Street
Greeley,Colorado 80632-0758
for the use and benefit of the
Weld County Department of Public Health and Environment
Office of Emergency Preparedness and Response 1555 North 17th Avenue
4300 Cherry Creek Drive South Greeley,Colorado 80631
MC A2-4350 CONTRACTOR DUNS:
Denver,CO 80246 CONTRACTOR ENTITY TYPE:
Political Subdivision Colorado
TASK ORDER MADE DATE:4/1/2015
BILLING STATEMENTS RECEIVED:
CORE ENCUMBRANCE NUMBER: Monthly
20160000000000000957
TERM: STATUTORY AUTHORITY:Not Applicable
This Task Order shall be effective upon approval by
the State Controller,or designee,or on 07/01/2015, CLASSIFICATION:Sub-Recipient
whichever is later.The contract shall end on 09/30/2016.
CONTRACT PRICE NOT TO EXCEED:$40,000.00
PROCUREMENT METHOD:
Exempt FEDERAL FUNDING DOLLARS:. $40,000.00
BID/RFP/LIST PRICE AGREEMENT NUMBER: STATE FUNDING DOLLARS:
N/A MAXIMUM AMOUNT AVAILABLE PER FISCAL YEAR:
LAW SPECIFIED VENDOR STATUTE: FY16: $40,000.00
N/A FY**:
FY**:
STATE REPRESENTATIVE:
Joslynn Hilliard FY**:
Department of Public Health and Environment FY**:
Office of Emergency Preparedness and Response PRICE STRUCTURE: Cost Reimbursement
4300 Cherry Creek Drive South CONTRACTOR REPRESENTATIVE:
MC A2-4350 Mark Wallace
Denver,CO 80246 Weld County Department of Public Hlth&Env
1555 North 17th Avenue
Greeley, Colorado 80631
PROJECT DESCRIPTION:
The purpose of this funding is to enhance Colorado's ability to Prevent,Prepare for,Respond and Recover from Ebola Virus Disease(EVD),by
enhancing laboratory capacity and capability;disease surveillance;public and risk communication;state and local Ebola Concept of Operations
Plans(CONOPS);the availability of personal protective equipment;training and education of the public health.
Contract_Template_Task_Order_012215.doc Page 1 of 6
EXHIBITS
The following exhibits are hereby incorporated:
Exhibit A- Additional Provisions(and any of its Attachments;e.g.,A-1,A-2,etc.)
Exhibit B- Statement of Work(and any of its Attachments;e.g.,B-1,B-2,etc.)
Exhibit C- Budget(and any of its Attachments;e.g.,C-1,C-2,etc.)
GENERAL PROVISIONS
The following clauses apply to this Task Order Contract.These general clauses may have been'expanded upon or
made more specific in some instances in exhibits to this Task Order Contract.To the extent that other provisions of
this Task Order Contract provide more specificity than these general clauses,the more specific provision shall
control.
1. This Task Order Contract is being entered into pursuant to the terms and conditions of the Master Contract
including,but not limited to,Exhibit One thereto.The total term of this Task Order Contract,including any
renewals or extensions,may not exceed five(5)years.The parties intend and agree that all work shall be
performed according to the standards,terms and conditions set forth in the Master Contract.
2. In accordance with section 24-30-202(1),C.R.S.,as amended,this Task Order Contract is not valid until it
has been approved by the State Controller,or an authorized delegee thereof. The Contractor is not
authorized to,and shall not;commence performance under this Task Order Contract until this Task Order
Contract has been approved by the State Controller or delegee. The State shall have no financial obligation
to the Contractor whatsoever for any work or services or,any costs or expenses,incurred by the Contractor
prior to the effective date of this Task Order Contract. If the State Controller approves this Task Order
Contract on or before its proposed effective date,then the Contractor shall commence performance under
this Task Order Contract on the proposed effective date. If the State Controller approves this Task Order
Contract after its proposed effective date,then the Contractor shall only commence performance under this
Task Order Contract on that later date. The initial term of this Task Order Contract shall continue through
and including the date specified on page one of this Task Order Contract,unless sooner terminated by the
parties pursuant to the terms and conditions of this Task Order Contract and/or the Master Contract.
Contractor's commencement of performance under this Task Order Contract shall be deemed acceptance of
the terms and conditions of this Task Order Contract.
3. The Master Contract and its exhibits and/or attachments are incorporated herein by this reference and made
a part hereof as if fully set forth herein.Unless otherwise stated,all exhibits and/or attachments to this Task
Order Contract are incorporated herein and made a part of this Task Order Contract.Unless otherwise stated,
the terms of this Task Order Contract shall control over any conflicting terms in any of its exhibits.In the event
of conflicts or inconsistencies between the Master Contract and this Task Order Contract(including its exhibits
Contract_Template_Task_Order_012215.doc Page 2 of 6
and/or attachments),or between this Task Order Contract and its exhibits and/or attachments,such conflicts or
inconsistencies shall be resolved by reference to the documents in the following order of priority: 1)the
Special Provisions of the Master Contract;2)the Master Contract(other than the Special Provisions)and its
exhibits and attachments in the order specified in the Master Contract;3)this Task Order Contract;4)the
Additional Provisions-_Exhibit A,and its attachments if included,to this Task Order Contract;5) the
Scope/Statement of Work-Exhibit B,and its attachments if included,to this Task Order Contract;6)other
exhibits/attachments to this Task Order Contract in their order of appearance.
4. The Contractor,in accordance with the terms and conditions of the Master Contract and this Task Order
Contract,shall perform and complete,in a timely and satisfactory manner,all work items described in the
Statement of Work and Budget,which are incorporated herein by this reference,made a part hereof and
attached hereto as"Exhibit B"and"Exhibit C".
5. The State,with the concurrence of the Contractor,may,among other things,prospectively renew or extend
the term of this Task Order Contract,subject to the limitations set forth in the Master Contract,increase or
decrease the amount payable under this Task Order Contract,or add to,delete from,and/or modify this
Task Order Contract's Statement of Work through a contract amendment.To be effective,the amendment
must be signed by the State and the Contractor,and be approved by the State Controller or an authorized
delegate thereof.This contract is subject to such modifications as may be required by changes in Federal or
State law,or their implementing regulations.Any such required modification shall automatically be
incorporated into and be part of this Task Order Contract on the effective date of such change as if fully set
forth herein.
6. The conditions,provisions,and terms of any RFP attached hereto,if applicable,establish the minimum
standards of performance that the Contractor must meet under this Task Order Contract.If the Contractor's
Proposal,if attached hereto,or any attachments or exhibits thereto,or the Scope/Statement of Work-
Exhibit B,establishes or creates standards of performance greater than those set forth in the RFP,then the
Contractor shall also meet those standards of performance under this Task Order Contract.
7. STATEWIDE CONTRACT MANAGEMENT SYSTEM[This section shall apply when the Effective
Date is on or after July 1,2009 and the maximum amount payable to Contractor hereunder is$100,000 or
higher]
By entering into this Task Order Contract,Contractor agrees to be governed,and to abide,by the
provisions of CRS§24-102-205,§24-102-206,§24-103-601,§24-103.5-101 and§24-105-102 concerning
the monitoring of vendor performance on state contracts and inclusion of contract performance information
in a statewide contract management system.
Contractor's performance shall be evaluated in accordance with the terms and conditions of this Task Order
Contract,State law,including CRS§24-103.5-101,and State Fiscal Rules,Policies and Guidance.
Evaluation of Contractor's performance shall be part of the normal contract administration process and
Contractor's performance will be systematically recorded in the statewide Contract Management System.
Areas of review shall include,but shall not be limited to quality,cost and timeliness.Collection of
information relevant to the performance of Contractor's obligations under this Task Order Contract shall be
determined by the specific requirements of such obligations and shall include factors tailored to match the
requirements of the Statement of Project of this Task Order Contract.Such performance information shall
be entered into the statewide Contract Management System at intervals established in the Statement of
Project and a final review and rating shall be rendered within 30 days of the end of the Task Order Contract
term.Contractor shall be notified following each performance and shall address or correct any identified
problem in a timely manner and maintain work progress.
Should the final performance evaluation determine that Contractor demonstrated a gross failure to meet the
performance measures established under the Statement of Project,the Executive Director of the Colorado
Department of Personnel and Administration(Executive Director),upon request by the Colorado
Department of Public Health and Environment and showing of good cause,may debar Contractor and
Contract_Template_Task_Order_012215.doc Page 3 of 6
prohibit Contractor from bidding on future contracts.Contractor may contest the final evaluation and result
by:(i)filing rebuttal statements,which may result in either removal or correction of the evaluation(CRS
§24-105-102(6)),or(ii)under CRS§24-105-102(6),exercising the debarment protest and appeal rights
provided in CRS§§24-109-106, 107,201 or 202,which may result in the reversal of the debarment and
reinstatement of Contractor,by the Executive Director,upon showing of good cause.
8. If this Contract involves federal funds or compliance is otherwise federally mandated,the Contractor and
its agent(s)shall at all times during the term of this contract strictly adhere to all applicable federal laws,
state laws,Executive Orders and implementing regulations as they currently exist and may hereafter be
amended.Without limitation,these federal laws and regulations include the Federal Funding
Accountability and Transparency Act of 2006(Public Law 109-282),as amended by§6062 of Public Law
110-252,including without limitation all data reporting requirements required there under. This Act is also
referred to as FFATA.
•
Contract_Template_Task_Order_012215.doc Page 4 of 6
THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT
* Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor's
behalf and acknowledge that the State is relying on their representations to that effect.
CONTRACTOR: STATE OF COLORADO:
JOHN W.HICKENLOOPER,GOVERNOR
Board of County Commissioners of Weld County
(a political subdivison of the state of Colorado) _
Legal Name of Contracting EntityThL 74.
t•-)cY1
Barbara Kirkmeyer For Executive Director
3e2
Print Name of Aut rized Officer Department of Public Health and Environment
-11.1.ic(.rL kiAgi , .mac_.
Signature of uthorized Otfi,&r
'JUL 2 9 2015
Date
epartme Program Approval:
Chair By:
Print Title of Authorized Officer
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, A,MBA,JD
By:
Date gi& 1
{
Con tract_Template_Task_Order_012215.doc Page 5 of 6
,aa /5 / 9O
Revised Public Health Preparedness (PHEP) Ebola
Supplemental Funding Trask Order Contract
ATTEST: dididoliG 4-deo%`c BOARD OF COUNTY COMMISSIONERS
Weld C,,' ty Clerk to th- Bo- d WELD COUNTY, CO RADO
BY: .i....�� _ %n �'�'�►� ��
eputy Cle to the B• -�' �'�! � arbara Kirkme er Chair r •" 2 9 2015
•
APPROVED AS TO N PPROVED AS TO SUBSTANCE:
Controller •�=,�1 / Elected Official or Department Head
A OVED TO FORM:
/v
I/ _ Director of General Services
County Attorney
020/5-'41) (;)
This page left intentionally blank.
Contract Template_Task_Order_012215.doc Page 6 of 6
EXHIBIT A
ADDITIONAL PROVISIONS
To Contract Dated 05/01/2015-CMS Contract Routing Number 16 FHJA 80373
These provisions are to be read and interpreted in conjunction with the provisions of the Contract specified above.
1. This Contract contains federal funds(see Catalog of Federal Domestic Assistance(CFDA)number 93.069).
2. The United States Department of Health and Human SERVICES("USDHHS"),through the Center of
Disease Control and Prevention("CDC")has awarded as of 04/01/2015 anticipated federal funds of
•
$2,197;141,00)under Notice of Cooperative Agreement Award,hereinafter"NCAA",number
3U90TP000510-03S2,to perform the following:
The purpose of this funding is to enhance Colorado's ability to Prevent,Prepare for,Respond and Recover
from Ebola Virus Disease(EVD),by enhancing laboratory capacity and capability;disease surveillance;
public and risk communication;state and local Ebola Concept of Operations Plans(CONOPS);the
availability of personal protective equipment;training and education of the public health workforce;
community and personal preparedness activities;and addressing gaps and other public health preparedness
challenges related to public health preparedness and response to Ebola Virus Disease(EVD).This funding
will also be used to support Active and Direct Active monitoring programs throughout the State.These
public health actions will better protect potentially exposed individuals and the American public as a
whole.
If the underlying Notice of Cooperative Agreement Award"NCAA"authorizes the State to pay all
allowable and allocable expenses of a Contractor as of the Effective Date of that NCAA,then the State
shall reimburse the Contractor for any allowable and allocable expenses of the Contractor that have been
incurred by the Contractor since the proposed Effective Date of this Contract.If the underlying NCAA does
not authorize the State to pay all allowable and allocable expenses of a Contractor as of the Effective Date
of that NCAA,then the State shall only reimburse the Contractor for those allowable and allocable
expenses of the Contractor that are incurred by the Contractor on or after the Effective Date of this
Contract,with such Effective Date being the later of the date specified in this Contract or the date the
Contract is signed by the State Controller or delegee.
3. To receive compensation under the Contract,the Contractor shall submit a signed Monthly,CDPHE
Reimbursement Invoice Form.This form is accessible from the CDPHE internet website
http://www.colorado.gov/cs/Satellite/CDPHE-Main/CBON/125 1622941228 and is incorporated and made part of
this Contract by reference.CDPHE will provide technical assistance in accessing and completing the form.The
CDPHE Reimbursement Invoice Form and Expenditure Details page must be submitted no later than forty-five(45)
calendar days after the end of the billing period for which services were rendered.Expenditures shall be in
accordance with this Statement of Work and Budget.The Contractor shall submit the invoice using one of the
following three methods.
Mail to:
OEPR Fiscal Staff
Office of Emergency Preparedness and Response
Colorado Department of Public Health and Environment
A2-4350
4300 Cherry Creek Drive South
Denver,Colorado 80246
Scan the completed and signed CDPHE Reimbursement Invoice Form into an electronic document.Email the
scanned invoice with the Excel workbook containing the Expenditure Details page to: OEPR Fiscal Staff,
cdphe eprfiscak(istate.co.us.
Page 1 of 4
Contract_Exhibit-A_AdditionalPnwisions_040715
EXHIBIT A
Fax the completed and signed CDPHE Reimbursement Invoice Form and Expenditure Details page to:Attention:
OEPR Fiscal Staff,303-691-7811.
Final billings under the Contract must be received by the State within a reasonable time after the expiration or
termination of the Contract;but in any event no later than forty-five(45)calendar days from the effective expiration
or termination date of the Contract.
Unless otherwise provided for in the Contract,"Local Match",if any,shall be included on all invoices as
required by funding source.
The Contractor shall not use federal funds to satisfy federal cost sharing and matching requirements
unless approved in writing by the appropriate federal agency.
4. Time Limit For Acceptance Of Deliverables.
a. Evaluation Period.The State shall have thirty(30)calendar days from the date a deliverable is
delivered to the State by the Contractor to evaluate that deliverable,except for those deliverables
that have a different time negotiated by the State and the Contractor.
b. Notice of Defect.If the State believes in good faith that a deliverable fails to meet the design
specifications for that particular deliverable,or is otherwise deficient,then the State shall notify
the Contractor of the failure or deficiencies,in writing,within thirty(30)calendar days of: 1)the
date the deliverable is delivered to the State by the Contractor if the State is aware of the failure or
deficiency at the time of delivery;or 2)the date the State becomes aware of the failure or
deficiency.The above time frame shall apply to all deliverables except for those deliverables that
have a different time negotiated by the State and the Contractor in writing pursuant to the State's
fiscal rules.
c. Time to Correct Defect.Upon receipt of timely written notice of an objection to a completed
deliverable,the Contractor shall have a reasonable period of time,not to exceed thirty(30)
calendar days,to correct the noted deficiencies.
5. Health Insurance Portability and Accountability Act(HIPAA)Business Associate Determination.
The State has determined that this Contract does not constitute a Business Associate relationship under
HIPAA.
6. This award does not include funds for Research and Development.
7. Contracting Provisions
The Contractor shall ensure that all service related expenses are completed and all goods related expenses
are received on or before September 30,2016.
The Contractor shall maintain a complete file of all records,documents,communications,and other
materials that pertain to the operation of the activities under this contractual agreement for six years.Such
files shall be sufficient to properly reflect all direct and indirect costs of labor,materials,equipment,
supplies and services,and other costs of whatever nature for which a reimbursement was made.These
records shall be maintained according to generally accepted accounting principles and shall be easily
separable from other Contractor records.Contactor's auditor shall perform audits in accordance with the
requirements of the OMB Circulars A-87(Cost Principles for State,Local,and Tribal Governments),A-
122(Cost Principles for Non-Profit Organizations)and A-133(Audits of States,Local Governments,and
Non-Profit Organizations),as applicable.
Page2of4
Contract_Exhibit-A AdditionalProvisions_040715
EXHIBIT A
8. Fiscal Provisions
Supplantation:
Cooperative agreement funds cannot supplant any current state or local expenditures.Supplantation refers
to the replacement of non-federal funds with federal funds intended to support the same activities. The
Public Health Service Act,Title I,Section 319(c)specifically States: "SUPPLEMENT NOT SUPPLANT.
Funds appropriated under this section shall be used to supplement other federal,state,and local public
funds provided for activities under this section."
Contractor shall ensure that reimbursement requests are not duplicated under any other Public Health
Emergency Preparedness funding or utilized to supplant non-related activities or programs.Contractor shall
ensure appropriate distribution of costs in direct relation to the activities performed.
Unallowable Costs:
• Reimbursement of pre-award costs is not allowed.
• Funds shall not be used for research.
• Funds shall not be used for clinical care.
• Funds under this program shall not be used to purchase vehicles of any kind.
• Funds shall not be used for construction.
• Funds shall not be used to purchase antivirals.
• Funds shall not be used to purchase promotional and/or incentive items and memorabilia,
including but not limited to models,gift cards,gifts,and souvenirs.
• Funds shall not be used for entertainment,including amusement,diversion,and social activities
and any costs directly associated with such costs.
• Recipients shall not use funds for fund raising activities and lobbying.
• Payment or reimbursement of backfilling costs for staff is not allowed.
Budget Line Definitions
The Contractor has the ability to move 10%of funds from budget category to budget category not to
exceed the total dollar amount of the contract.
The Contractor shall request approval from their CDPHE-OEPR RPOC and Fiscal Monitor for
expenditures of$5,000.00 or more before purchasing.This requirement does not include personnel
expenses.
Personnel:The Contractor shall dedicate the necessary funds to support salary and fringe for any staff
member devoting time and effort towards the accomplishment of any activities identified under this Scope
of Work.
Equipment:The Contractor shall purchase equipment,as well as maintain the working order of any existing
equipment,required to meet any activity identified under this Scope of Work such as personal and portable
computers,communication radios,cellular telephones,facsimile machines,laboratory equipment,training
equipment,public information kits,etc.
Travel:The Contractor shall support travel related costs to ensure accomplishment of activities identified
under this Scope of Work such as regional planning meetings,local partner planning meetings,attendance
at training sessions,conferences,and agency representation at the Emergency Preparedness and Response
conference calls.
Operating and Supplies:The Contractor shall support operating and supply costs directly associated with
any activities identified under this Scope of Work such as high-speed Internet connections,notification
Page 3 of 4
Contract Exhibit-A AdditionalProvisions040715
EXHIBIT A
systems,telephone and communication systems,office supplies,copying,printing,postage,room rental,
software purchase and upgrades,etc.
Indirect:A Contractor's allowable indirect rate is the current Negotiated Indirect Rate Agreement on file
with Colorado Department of Public Health and Environment Internal Auditor's office. In the event
there is no such agreement on file,the allowable indirect rate shall default to 10%of Direct Salaries&
Wages,Including Fringe Benefits. If a new or revised Negotiated Indirect Rate Agreement is filed with
the CDPHE Internal Auditor's office during the current term of this Agreement,the new indirect rate may
be used for the remainder of the current performance period and will not be retroactive to the effective date
of the Agreement.
•
Page4of4
Contact Exhibit-A_AdditionalProvisions 040715
EXHIBIT B
STATEMENT OF WORK
To Original Contract Routing Number 16 FHJA 80373
These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above.
I. Entity Name:Weld County Department of Public Health and Environment
Term:July 1,2015—September 30,2016
II. Project Description:
The purpose of this funding is to enhance Colorado's ability to Prevent,Prepare for, Respond and Recover from
Ebola Virus Disease(EVD),by enhancing laboratory capacity and capability;disease surveillance;public and risk
communication; state and local Ebola Concept of Operations Plans (CONOPS); the availability of personal
protective equipment; training and education of the public health workforce; community and personal
preparedness activities; and addressing gaps and other public health preparedness challenges related to public
health preparedness and response to Ebola Virus Disease(EVD).This funding will also be used to support Active
and Direct Active monitoring programs throughout the State. These public health actions will better protect
potentially exposed individuals and the American public as a whole.
III. Work Plan:
Goal#1: Enhance Colorado's ability to Prevent,Prepare for,Respond and Recover from Ebola Virus Disease(EVD).
Objective#1: Conduct monitoring for persons in the local public health jurisdiction who return from a country experiencing
wides'read Ebola transmission or countries with Ebola cases in urban settin Is with uncertain control measures.
Primary Activity ` The Contractor shall develop active and direct active monitoring plans that are coordinated with the
#1 jurisdiction's broader operational and emergency response plans.
��ctivity#)I' 1. Develop plans for following up on individuals who are lost in the monitoring process and those who
are noncom.liant.
Primary Activity The Contractor shall conduct Ebola traveler monitoring activities.
#2
1. Contact persons eligible for monitoring within 24 hours or arrival in the jurisdiction to asses Ebola
exposure risk and issue a monitoring letter or public health order.
Sub-Activities#2 2. Ensure daily contact with persons under active monitoring or direct active monitoring during the
monitoring period.
3. Re'ort monitorin_data weekl to CDPHE.
Objective#2: No later than the expiration date of the Purchase Order provide Ebola preparedness response and recovery
activities in Colorado local jurisdictions through planning and exercise.
Primary Activity PLANNING:The Contractor shall participate in Ebola Emergency Preparedness and Response planning,
#1 training,and planning coordination.
1. The Contractor shall update their CONOPs plan for responding to Ebola,utilizing input from
healthcare coalition members,infection control groups,and other jurisdictional response agencies.
2. The Contractor shall develop plans and protocols for rapid and appropriate public health actions due
to suspected Ebola,including controlled movement and alternate travel plans,safe housing,
Sub-Activities#1 compensation and other support for individuals under public health order,environmental cleaning
and waste management in community settings,and coordination with healthcare facilities and
jurisdictional authorities during quarantine and isolation.
3. The Contractor shall develop risk communication plans for the healthcare sector and public regarding
Ebola
4. The Contractor shall assess,with healthcare system partners,jurisdictional public health and
Page 1 of 4
Contract Statement of Work—Exhibit 13
January 2015
EXHIBIT B
healthcare system training needs for Ebola response.
5. The Contractor shall provide training identified by jurisdictional assessment,including training in the
i ro.er use of PPE and cleanin• and disinfectin. a rocedures.
Primary Activity EXERCISING:The Contractor shall participate in Ebola Emergency Preparedness and Response
#2 exercises.
1. The Contractor shall develop Ebola specific exercise scenarios and update
2. The Contractor shall develop and conduct an Ebola table top or functional exercise based on their
updated CONOPs Plan that includes healthcare coalition members and other response agencies.
3. The Contractor shall ensure the Ebola table top or functional exercise date and location information
sub-Activities ti2
is posted to CO.TRAIN.
4. The Contractor shall ensure the Ebola table top or functional exercise date and location information
is posted on the Exercise calendar on CO-SHARE.
5. The Contractor shall complete an after action report and improvement plan based on completed table
to• or functional exercise.
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. Complete this work plan according to the CDPHE Communicable Disease Branch guidance
document titled"Colorado Protocol for Monitoring Travelers from Ebola-Affected West African
Countries"and associated documents,which are all distributed via email to local public health
partners and posted as updates occur on the CO-SHARE web site at
https://sites.google.com/a/state.co.us/co-share and incorporated and made part of this contract by
reference.
Staadards'and and:Requirements- 3. Updated CONOPS planning should consistently connect with surveillance,selection of hospitals for
Ebola treatment and assessment,monitoring,patient referral,and infection control activities.
4. 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 the
region.
5. The Contractor shall provide an After Action Report and Improvement Plan for the Ebola table top or
functional exercise based on lessons learned utilizing established Homeland Security Exercise
Evaluation Program(HSEEP)documentation guidance.
6. The Contractor shall upload required deliverables into CO-SHARE using the following link
http://sites.google.com/a/state.co.us/co-share/.
7. CDPHE Communicable Disease Branch will notify the Contractor of the contact information for the
assi. ed e a idemiolo;ist for this contract.
1. All persons in the local public health jurisdiction who return from a country experiencing widespread
Ebola transmission or countries with Ebola cases in urban settings with uncertain control measures
will be monitored by public health to ensure rapid identification of illness.
Expected Results
of Activity(s) 2. Public Health and emergency response agencies will acquire the necessary skills and tools to
complete their responsibilities in the event of an outbreak of Ebola.
3. Effective communication and situational awareness will improve between CDPHE, local public
health agencies, and organizations representing community collaborators through planning and
exercises.
1. Weekly(for active monitoring)and daily(for direct active monitoring)monitoring data provided to
the CDPHE Communicable Disease Branch will be examined to assess compliance,and transmitted
to CDC.
2. Measures of Public Health Emergency Operations Plans effectiveness and validity will be evaluated
Measurement of per the performance measures for PHEP and HPP capabilities—resources to reference include:
Expected Results a. An updated and tested(exercised)Ebola/infectious disease CONOPS that includes PUI
protocols.
b. Evidence(meeting minutes,regional plans identifying partners involved)of collaborative
Ebola/infectious disease planning at the Healthcare Coalition level
c. Ebola/infectious disease contact and notification protocols
3. Exercises will be evaluated through After Action Reports and Improvement Plans to determine plan
Page 2 of 4
Contract Statement of Work—Exhibit B
January 2015
EXHIBIT B
or system response readiness.
4. After Action Reports of real incident(PUI evaluation or treatment of a confirmed case)with
Improvement Plans to and evidence of steps taken to fill gaps or resolve issues.
,47/4/7117,4/7/./f/ /17///44/- . rf.7/ 1r/ .46.91 Coardetion Date
1. The Contractor shall submit via email or fax a signed copy of the monitoring Within 24 hours(or
letter or public health order to the CDPHE Communicable Disease Branch on the next business
assigned epidemiologist for each monitored person. day if contact with
the monitored
person occurs on a
weekend/holiday)
of the Contractor
receiving a signed
copy from the
monitored person
2. The Contractor shall submit monitoring data weekly via email or fax to the By the close of
CDPHE Communicable Disease Branch assigned epidemiologist for persons business on Monday
undergoing monitoring. for data collected
since the last report
to CDPHE(or the
next business day if
Deliverables Monday is a
holiday)
3. The Contractor shall upload their agency's updated CONOPs Plan to the No later than
appropriate CO-SHARE Grant Reporting Folder. September 30,2016
4. The Contractor shall upload their agency's plans and protocols for rapid No later than
public health actions and risk communication in response to Ebola to the September 30,2016
appropriate CO-SHARE Grant Reporting Folder
5. The Contractor shall upload the sign-in sheet from each exercise provided Within 10 business
under this grant to the appropriate CO-SHARE Grant Reporting Folder. days of the training
date.
6. The Contractor shall upload the Table Top or Functional Exercise After- Within 45 calendar
Action Report and Improvement Plan to the appropriate CO-SHARE Grant days after
Reporting Folder. completion of the
exercise
7. The Contractor shall upload the sign in sheet from Table Top Exercise to the Within 10 business
appropriate CO-SHARE Grant Reporting Folder. days of the exercise
date.
IV. Monitoring:
CDPHE's monitoring of this contract 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.A Final Contractor Performance Evaluation will be conducted at the end of the life of the contract.
V. Resolution of Non-Compliance:
The Contractor will be notified in writing within(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
Page 3 of 4
Statemen
t S t of Work—Exhibit B
January 2015
EXHIBIT B
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—Exhibit B
January 2015
ouniumw
Exhibit C
Budget
To Task Order Dated 04/01/2015-Contract Routing Number 16 FHJA 80373
Weld County Dent of Public Health&Environment
Fiscal Year 2015-2016 Budget
Bud` t
Annual/Hourly #of %of
Title: /Salary Rate& Mont ime Cost
Riau hs FTE
Regional Epidemiologist $125,216.00 18 0.050 $9,391.00
Emergency Preparedness $85,338.00 18 0.025 $3,200.00
Specialist
Communicable disease nurse $100,239.00 18 0.025 $3,759.00
Public Health Nurse $79,933.00 18 0.025 $2,997.00
Communicable disease nursing $99,292.00 18 0.010 $1,489.00
Supervisor
Office Technician $60,229.00 18 0.020 $1,807.00
Director,Health $117,179.00 18 0.010 $1,758.00
Communications,Education&
Planning
Personnel Bud.et Total: $24 402.00
���,w� Uu,... .:,�.>.�, .�,.. �„e�,.. .;.ro` :+.
Description Cost
Supplies,dues,phones $150.00
Staff training $1,750.00
Equipment $1,500.00
Clinic supplies/testing $500.00
Su lies/O i ratio` I irect Costs Bu' et Total: $3 900.00
}r imn.%+7w.
Description Cost
Mileage and travel $2,362.00
Per diem $1.00
Travel Bud,et Total: $2 63.00
iy AYuF"k z+"3°8L`"kF'.. ✓k .w5i` s�'f�� ,u�.'.k �., �... 2 .w �.,` esa...
Description Cost
Training consultants $2,989.00
Contractual/Consultant Bud let Total: $2,989.00
Direct Costs Bud et Total: $33,654.00
filata ....
Indirect:20.50%of Direct cost less Consultants,2%Consultants $6,346.00
cost
BUDGET TOTAL: $40.000.00
Page 1 of 1
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