HomeMy WebLinkAbout20151627.tiff RESOLUTION
RE: APPROVE CONTINUATION CONTRACT FOR PUBLIC HEALTH EMERGENCY
PREPAREDNESS AND RESPONSE 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 continuation contract between the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Weld County Department of Public Health and Environment, and the
Colorado Department of Public Health and Environment, commencing July 1, 2015, and ending
June 30, 2016, with further terms and conditions being as stated in said contract, and
WHEREAS, after review, the Board deems it advisable to approve said 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 continuation contract between the County of Weld, State of Colorado,
by and through the Board of County Commissioners of Weld County, on behalf of the Weld
County Department of Public Health and Environment, and the Colorado Department of Public
Health and Environment be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said contract.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 8th day of June, A.D., 2015.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COL RADO
ATTEST: C�( •�
arbara Kirkmeyer, Chair
Weld County Clerk to the Board
Mike Freeman, Pro-Tern
-IT__ nn p
D ty Clerk to the B ar•�►
\ Sean P. Conway
APPROVE AS TO FOR '. R �`���►.,,. s�.%J
:lei Julie A. Cozad
a i
County Attorney rt,®n `
/ a 1ty Steve Moreno
Date of signature: las .
c :. „ T/TG) s7/a- 2015-1627
HL0047
Memorandum
TO: Barbara Kirkmeyer, Chair
G O N T YI Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH, Executive Director
Department of Public Health & Environment
DATE: May 21, 2015
SUBJECT: FY15-16 CDPHE Public Health Emergency
Preparedness & Response Continuation
Contract
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.
Public health related emergency preparedness and response remains a crucial function for the
Health Department and residents of Weld County. This grant will enable the Health Department
to plan and train for a variety of population-based disease outbreak emergencies, including
pandemics, bioterrorism and emergent diseases, such as Ebola. The preparation also supports
mass-dispensing of vaccines and antibiotics.
With the approval of the Board, the WCDPHE will enter into a continuation contract with
CDPHE. The State Health Department is requesting this contract be signed and returned to
them before June 1, 2015. The contract amount is $237,811; the contract becomes effective
July 1, 2015, and ends June 30, 2016 (grant continuation likely in 2016). Activities will be
conducted by current staff; no additional FTE is being requested.
This FY15-16 CDPHE Public Health Emergency Preparedness & Response Continuation Contract
was approved for placement on the agenda by the Board via pass-around dated April 4, 2014.
I recommend approval of this continuation contract.
2015-1627
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
OERP-FHJA
DEPARTMENT OR AGENCY NUMBER
FAAA
CONTRACT ROUTING NUMBER
16-79743
AMENDMENT FOR TASK ORDERS#3
This Amendment is made this 1st day of May,2015,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 COMISSIONERS WELD COUNTY,(a political subdivision of the state of Colorado)
915 10th Street,Greeley,Colorado 80632 for the use and benefit of the Weld County Department of Public
Health and Environment,whose address or principal place of business is 1555 North 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
April 01,2012,with encumbrance number PO FJA EPR1341937,and contract routing number 13 FJA 41937,as
amended by Task Order#1,contract routing number 14 FJA 53950,as amended by Task Order#2,with contract
routing number 15 FHJA 65605,as amended by Task Order#3,collectively referred to herein as the"Original Task
Order Contract,whereby the Contractor was to provide to the State the following:
Contractor shall work with and through state,regional,and local partnerships to achieve
emergency preparedness activities.Contractor shall ensure collaboration with the Colorado
Department of Public Health and Environment, the Office of Emergency Preparedness and
Response,local public health agencies,and regional epidemiologist and generalist staff
members within the designated All Hazards Region.
The State promises to increase the amount of funds to be paid to the Contractor by Two Hundred Thirty Seven
Thousand Eight Hundred Eleven Dollars,($237,811.00)for the renewal term of One year ending on June 30,
2016,in exchange for the promise of the Contractor to perform the increased work described herein.
NOW THEREFORE,in consideration of their mutual promises to each other,stated below,the parties hereto agree
as follows:
1. Consideration for this Amendment to the Original Task Order Contract consists of the payments and
services that shall be made pursuant to this Amendment,and promises and agreements herein set forth.
2. It is expressly agreed to by the parties that this Amendment is supplemental to the Original Task Order
Contract,contract routing number contract routing number 13 FJA 41937,as amended by Amendment
for original Task Orders,with contract routing number 14 FJA 54061,as amended by Amendment
for Task Orders#1,with contract routing number 15 FHJA 65605,as amended by Amendment for
Task Order#2 collectively referred to herein as the Original Contract,which is by this reference
incorporated herein. All terms,conditions,and provisions thereof,unless specifically modified herein,are
to apply to this 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,
Page 1 of 5
4- 7
Contract_Amendment_TaskOrder 01-2015
(�)
altered,and changed in the following respects only:
A. This Contract Amendment is issued pursuant to paragraph 05 of the Original Task Order Contract
identified by contract routing number 13 FJA 41937.This Amendment is for the renewal term of
July 01,2015,through and including June 30,2016.This Amendment modifies the Original Task
Order Contract by adding descriptive elements.The following provision modifications are
incorporated herein by this reference.
i. The following information shall be added as a supplement to page 1 of the Task Order
Contract:
a Contractor DUNS:964884410
b Classification: Subrecipient
ii. The following information shall be added as a supplement to Exhibit A,Additional
Provisions,of the Task Order Contract:
a This award does not include funds for Research and Development.
B. This Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract identified
by contract routing number 13 FJA 41937. This Amendment is for the renewal term of July 01,
2015,through and including June 30,2016. The maximum amount payable by the State for the
work to be performed by the Contractor during this renewal term is Two Hundred Thirty Seven
Thousand Eight Hundred Eleven Dollars,($237,811.00)for an amended total financial
obligation of the State of Eight Hundred Ninety Two Thousand Three Hundred Seventy Nine
Dollars,($892,379.00). This is an increase of Two Hundred Thirty Seven Thousand Eight
Hundred Eleven Dollars,($237,811.00)of the amount payable from the previous term.Of the
maximum amount for this renewal term Zero Dollars,($0.00)are attributable to a funding
source of the State of Colorado and Two Hundred Thirty Seven Thousand Eight Hundred
Eleven Dollars,($237,811.00)are attributable to a funding source of the United States
Government(see Catalog of Federal Domestic Assistance(CFDA)number*93.069).The revised
Statement of Work is incorporated herein by this reference and identified as"Exhibit H".The
revised Budget is incorporated herein by this reference and identified as"Exhibit I".
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 Amendment is July 01,2015,or upon approval of the State Controller,or an
authorized delegate thereof,whichever is later.
5. Except for the Special Provisions and other terms and conditions of the Master Contract and the General
Provisions of the Original Task Order Contract,in the event of any conflict,inconsistency,variance,or
contradiction between the terms and provisions of this Amendment and any of the terms and provisions of
the Original Task Order Contract,the terms and provisions of this Amendment shall in all respects
supersede,govern,and control.The Special Provisions and other terms and conditions of the Master
Contract shall always control over other provisions of the Original Task Order Contract or any subsequent
amendments thereto. The representations in the Special Provisions to the Master Contract concerning the
absence of personal interest of state of Colorado employees and the certifications in the Special Provisions
relating to illegal aliens 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 5
Contract_Amendment TaskOrder_01-2015
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Page 3 of 5
Contract_Amendment_TaskOrder 01-2015
IN WITNESS WHEREOF,the parties hereto have executed this 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 OFCOUNTY COMMISSIONERS OF STATE OF COLORADO
WELD COUNTY John W.Hickenlooper,Governor
(A political subdivision of the state of Colorado)
For the use and benefit of the
Weld County Department of Public Health and
Environment )'1(k/L-' By: )
Signature f Authorizeil Officer For the Executive Director
DEPARTMENT OF PUBLIC HEALTH
JUN 0 8 2015 AND ENVIRONMENT
Date
Barbara Kirkmeyer
Print Name of Authorized Officer
Chair, Weld County Commissioners
Print Title of Authorized Officer
PROGRAM APPROVAL:
By:
.1e1;dZ93it
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.
S ATE CONTROLLER
Ro rt Jaros,CPA, BA,JD
By:
Date: (1/15
Page 4 of 5 Contract Amendment_TaskOrder_01-2015 oza/.5--/(O 2 7(p)
Public Health Emergency Preparedness & Response
Continuation Contract
ATTEST: dalteA/ v• ;‘A BOARD OF COUNTY COMMISSIONERS
Weld ♦o n Clerk to the :oard WELD COUNTY, C LORADO
BY:
Deputy CI k to the Boar Barbara Kirkmey r, Chair J N 0 8 2015
APPROVED AS TO F JN IN�• ,' `'.'- sgo APPROVED AS TO SUBSTANCE:
IIIJJJ
Controller / —= '�� Official or Department Head
� Elected Official
AP E AS '!T
4/� Director of General Services
Cou orney
oZO7 /-�7 (
This page left intentionally blank.
Page 5 of 5
Contract_Amendment_TaskOrder_01-2015
EXHIBIT H
STATEMENT OF WORK
To Original Contract Routing Number 13 FJA 41937
Contract Amendment#4 Routing Number 16 FHJA 79743
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
Term: July 1,2015—June 30,2016.
II. Project Description:
Purpose: The purpose of the aligned 2012-2017 Hospital Preparedness Program(HPP)-Public Health Emergency
Preparedness(PREP)cooperative agreement programs is to provide technical assistance and resources that
support state, local,territorial,and tribal public health departments and healthcare systems/organizations in
demonstrating measurable and sustainable progress toward achieving public health and healthcare preparedness
capabilities that promote prepared and resilient communities.
Contract Objectives—The HPP and PREP cooperative agreements are authorized under Section 319C-1 and
319C-2 of the Public Health Service Act,as amended by the Pandemic and All-Hazards Preparedness Act
(PAHPA)of 2006.
Public Health Emergency Preparedness(PHEP): CDC has developed 15 capabilities to serve as national public
health preparedness standards.CDC's Public Health Preparedness Capabilities:National Standards for State and
Local Planning ensures that federal preparedness funds are directed to priority areas within jurisdictions. CDC
strongly recommends that awardees prioritize the order of the capabilities in which they intend to invest based
upon: 1)their jurisdictional risk assessments,2)an assessment of current capabilities and gaps,and 3)CDC's
recommended tiered strategy for capabilities.
III. Definitions:
AAR—After Action Report
ASPR—Assistant Secretary for Preparedness and Response
CDC—Centers for Disease Control and Prevention
CRI—Cities Readiness Initiative
CDPHE—Colorado Department of Public Health and Environment
CEDRS—Colorado Electronic Disease Reporting Systems
CIIS—Colorado Inventory Management System
CO-SHARE—Colorado State Health Alert and Readiness Exchange
CO.TRAIN—Colorado Training Finder for Real-Time Affiliated Integrated Network
Contractor and/or Vendor—Any party to which a purchase order is issue
DOC—Department Operations Center
EPR—Emergency Preparedness and Response
FY—Fiscal Year
HPP—Hospital Preparedness Program
HSEEP—Homeland Security Exercise and Evaluation Program
ID-Identification Number
JRA-Joint Jurisdictional Risk Assessment
LTP—Local Transfer Point
L—TAR—Legal Technical Assistance Review
MHz—Megahertz
MCM-Medical Case Management
NORS—National Outbreak Reporting System
OEPR—Office of Emergency Preparedness and Response
OMS—Outbreak Management System
PAHPA—Pandemic and All-Hazards Preparedness Act
POD—Point of Dispensing
Page 1 of 9
Contract Statement of Work—Exhibit H
January 2015
EXHIBIT H
PHEOP-Public Health Emergency Operations Plan
PREP—Public Health Emergency Preparedness
PIC—Public Information and Communication
RSS—Receiving, Staging Storage Warehouse
RTP—Regional Transfer Point
SRPOC-State Regional Point of Contact
STEC- Shiga toxin-producing E. coli
SNS—Strategic National Stockpile
IV. Work Plan:
Goal#1: Increase capacity for preparedness response and recovery in the Weld County.
Objective#1: No later than the expiration date of the Contract,provide public health preparedness response and recovery
activities in Weld County through planning,training,exercises and real events.
Primary Activity#1 PLANNING:Participate in Emergency Preparedness and Response planning and planning
coordination.
1. The Contractor shall identify and update an annex of their Public Health Emergency
Operations Plan(PHEOP),based upon Public Health Emergency Preparedness
(PREP)Capabilities.
2. The Contractor shall complete an agency specific Hazard Vulnerability Analysis
(HVA),on a template provided by CDPHE.
3. The Contractor shall assist their healthcare coalition partners to complete a Joint Risk
Assessment(JRA),utilizing resources,JRA online application,and templates as
provided by CDPHE.
4. The Contractor shall ensure their PHEOP/Communications Annex includes a process
for creating,approving and disseminating an Incident Action Plan(IAP)during an
incident response.
5. The Contractor shall complete the POD Operational Data Sheet for their jurisdiction
using the CDC POD Planning Standards Template.
6. The Contractor shall ensure that all LPHAs complete the Site Survey Tab on the
Sub-Activities#1 Colorado Public Health Emergency IMS Tool in the in the CIIS-SNS Inventory
Management System for their POD and hospitals sites.
7. The Contractor will assist CDPHE OEPR Staff in reviewing LPHA Pandemic
Annexes based on criteria developed by CDPHE(FOR REGIONAL HOSTING
AGENCIES ONLY)
8. The Contractor shall update their Continuity of Operations Plan to include all planning
elements,as outlined in CDPHE's Continuity of Operations Plan Development
Guidance.
9. The Contractor shall establish/update protocol and procedures for processing
emergency public health funds to include identification of the appropriate approving
authority for emergency/supplemental public health funding.
10. The Contractor shall complete,at a minimum,one(1)Colorado Inclusion in Colorado
(CICO)Map activity out of the list provided in the 2015-2016 Grant Guidance.
11. The Contractor shall identify at least one(1)individual to be the Colorado Volunteer
Mobilizer(CVM)administrator for county volunteers.
Primary Activity#2 I TRAINING:Participate in Emergency Preparedness Training and Training Activities
Page 2 of 9
Contract Statement of Work—Exhibit H
January 2015
EXHIBIT H
1. The Contractor will attend Joint Risk Assessment(JRA)training as provided by
CDPHE or EPR Regional Staff
2. The Contractor shall participate in a minimum of one(1)training to address a gap or
necessary improvement identified in the 2014-15 HCC tabletop exercise.
3. The Contractor shall create or update a training and exercise plan,based on identified
needs and lessons learned.
4. The Contractor shall share their training and exercise plan with healthcare coalition
members.
5. The Contractor shall participate in or host a mass fatality training.
Sub-Activities#2 6. The Contractor shall participate in(1)CIIS-SNS Inventory Management face-to-face
training as provided by regional staff.
7. The Contractor shall participate in(1)CIIS-SNS Inventory Management train-the-
trainer as provided by CDPHE(FOR REGIONAL HOSTING AGENCIES ONLY)
8. The Contractor shall deliver(1)face-to-face CIIS-SNS Inventory Management
training to local public health staff(FOR REGIONAL HOSTING AGENCIES
ONLY)
9. The Contractor shall participate in a CVM administrator webinar.
10. The Contractor shall post all hosted trainings into the appropriate CO-SHARE
Training Calendar.
EXERCISING/DRILLS:Participate in Emergency Preparedness and Response exercises
Primary Activity#3 and drills.
1. The Contractor shall participate in a healthcare coalition based functional exercise
planning meeting to assist in the modification of exercise documentation,provided by
CDPHE.
2. The Contractor shall modify all necessary functional exercise documentation
templates to reflect HCC and agency needs.
3. The Contractor shall assist CDPHE in marketing the functional exercise to community
response partners,as well as internally within the HCC.
Sub-Activities#3 4. The Contractor shall recruit volunteers to serve in specific roles for the Functional
Exercise,as defined by CDPHE,by their exercise date.
5. The Contractor shall participate in one(1)functional exercise sponsored by CDPHE,
including healthcare coalition partners.
6. The Contractor shall complete an after action report survey,including improvement
plan elements,based on completed functional exercise.
7. The Contractor shall participate in the planning and implementation of one(1)
Regional Transfer Point Drill,to include the CIIS-SNS IMS,as coordinated by
CDPHE(FOR REGIONAL HOSTING AGENCIES ONLY)
Page 3 of 9
Contract Statement of Work—Exhibit H
January 2015
•
EXHIBIT H
8. The Contractor shall initiate quarterly Regional/local communication drills.
9. The Contractor shall participate in the planning and implementation of one(1)
Regional Transfer Point Functional exercise,the CIIS-SNS Inventory Management
System(IMS),as coordinated by CDPHE.
10. The Contractor shall complete the following two(2)operational drills for one(1)
Open POD site in each county that includes-- Staff Notification, Site Activation or
Facility Set-Up--OR complete one(1)Open POD functional or full-scale exercise.
11. The Contractor shall participate in two(2)tactical communications drills initiated by
CDPHE focusing on CDPHE DOC to Local POD and RSS to RTP/LTP
communication via 800MHz radio and cell phone equipment.
12. The Contractor shall participate in a minimum of two(2)DOC/RTP/LTP to POD
communications drills initiated by the agency.
13. The Contractor shall post all hosted exercise/drills into the appropriate CO-SHARE
Exercise Calendar.
ADDITIONAL ACTIVITIES:Coordinate collaborative activities with local,regional and
Primary Activity#4 state emergency preparedness and response staff.
shall act as a liaison between CDPHE and EPR 1. The ContractorRegional Staff to local
community preparedness associates.
2. The Contractor shall use CDPHE-provided evaluation tools to collect CDPHE and
federally specified data,including surveys,upon request.
3. The Contractor shall coordinate and participate in site visits as requested by CDPHE.
Sub-Activities#4
4. The Contractor shall participate in workshops,conferences, mandatory meetings,and
communication drills as requested by CDPHE.
5. The Contractor shall participate in work groups as requested by CDPHE.
6. The Contractor shall seek planning,training,exercise and other emergency
preparedness and response technical assistance from EPR Regional Staff and CDPHE
OEPR as needed.
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. Mass Dispensing/Vaccination/Point of Dispensing(POD)Annex update shall be
Standards and based upon the 2015 POD Plan Review with new Medical Countermeasure
Requirements Operational Readiness Review(MCM ORR)criteria.
3. The Contractor shall include all planning elements,outlined in CDPHE's Continuity
of Operations Plan Development Guidance,in their updated Continuity of Operations
Plan.
4. The Contractor is required to modify all Functional exercise documentation,provided
by CDPHE,as a Healthcare Coalition.
Page 4 of
Contract Statement of Work—Exhibit H
January 2015
EXHIBIT H
5. Regions must come to an agreement on what date of play shall be chosen,as all
regional partners are expected to"play"on the same day.If the date selection has not
been made by September 1,2015 then remaining regions who have not chosen a date,
will be assigned a date of play.
6. The list of available"dates of play"will be listed within CDPHE Grant guidance.
These dates will remain available on a first come,first served basis.It is
recommended that regions begin discussions early to make date selections,and have
regional staff inform their SRPOC as soon as the date is selected,in order to guarantee
availability.
7. The EPR Regional Staff will coordinate and report Functional Exercise date selection
information to the State Regional Point of Contact(SRPOC)for the entire region.
8. Functional Exercise marketing must include,but is not limited to,distribution of
marketing materials,encouraging partners to participate,collaborating with other
HCCs on marketing.
9. The Contractor shall utilize the Functional Exercise scenario and associated templates
as provided by CDPHE.These templates should be modified to better reflect local
exercise needs.
10. Functional exercise play will take place regionally.Regions are not expected to
respond as a region,but all HCC partners within the region will participate in exercise
play on the same date,as chosen by HCC partners within the region.
11. It is expected that all Healthcare Coalition partners shall take part in Functional
Exercise play,whether by activating internal emergency operations,or participating
with another partner agency.
12. The Contractor is required to utilize Homeland Security Exercise Evaluation Program
(HSEEP)guidance for any exercise development and implementation or for real event
documentation.
13. Necessary Functional Exercise documentation includes,at a minimum,the following
documents:Exercise Plan(ExPlan),Exercise Evaluation Guides(EEGs),Master
Scenario Events List,Exercise Power Point presentations(PPT),Exercise marketing
fliers.
14. As part of the functional exercise,volunteers may be needed to serve in the following
roles: evaluators,controllers,exercise role players, SimCell volunteers(if agency
chooses to have a SimCell).Contractors shall work with HCC partners to identify
community members who can serve in these roles.
15. 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.
16. The Contractor shall utilize CIIS SNS Inventory Management training materials to
deliver instruction to local public health staff as developed by CDPHE.
17. The Contractor shall utilize the POD Operational Drill templates as developed by
CDC for the POD drills.
18. If Contractor elects to complete a Functional or Full Scale POD exercise,an After
Action Report and Improvement Plan must be submitted.
Page 5 of 9
Contract Statement of Work—Exhibit H
January 2015
EXHIBIT H
19. Any communication drills should be reported utilizing the Drill Reporting Template,
as provided by CDPHE.
20. The Contractor is responsible for working with EPR Regional Staff to ensure local
staffing and other support(partner,logistics)for the Regional/Local Transfer Point
that would support their county in the event of a medical countermeasure emergency.
21. The Contractor shall post all hosted trainings into CO.TRAIN.
1. Increase capacity for preparedness response and recovery in the Weld County.
Expected Results of
Activity(s)
1. Measures of Public Health Emergency Operations Plans effectiveness and validity
will be evaluated per the performance measures for PREP and HPP capabilities—
resources to reference include:
Measurement of Expected a. PREP Performance Measures Specifications and Implementation Guidance
Results b. Hospital Preparedness Program(HPP)Performance Measure Manual.
c. Strategic National Stockpile-Medical Countermeasure Operational
Readiness Review(SNS-MCM-ORR)Guidance.
2. Exercises and drills will be evaluated through After Action Reports and Improvement
Plans to determine plan or system response readiness
!/ /
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Completion Date
/../2///r
1,2016
1. The Contractor shall upload their updated PHEOP annex(es) June
into the appropriate CO-SHARE folder.
2. The Contractor shall upload their updated PHEOP/
Communications annex which includes an updated process for June 1,2016
creating,approving and disseminating an Incident Action Plan
to the appropriate CO-SHARE Folder.
3. The Contractor shall upload the completed POD Planning
Standards Template in CO-SHARE. June 1,2016
4. The Contractor shall upload the completed Site Survey tab on
the Colorado Public Health Emergency Inventory Management October 31,2015
System(IMS)Tool(in CIIS) into the appropriate CO-SHARE
folder.
5. The Contractor shall upload CO.TRAIN course number and
training roster of local public health staff completing the CIIS- June 1,2016
Deliverables SNS IMS training to the appropriate CO-SHARE folder(FOR
REGIONAL HOSTING AGENCIES ONLY)
6. The contractor shall upload their updated Continuity of
Operations Plan to the appropriate CO-SHARE Grant February 15,2016
Reporting folder.
7. The Contractor shall upload their established or updated
protocol and procedures for processing emergency public June 1,2016
health fund to CO-SHARE.
8. The Contractor shall post to CO-SHARE which Colorado
Inclusion Mapping activity(CICO)was completed. February 15,2016
9. The Contractor shall submit the name and contact information
of the individual within the county that is the Colorado
December 15,2015
Volunteer Mobilizer(CVM)administrator to the appropriate
CO-SHARE folder.
Page 6 of 9
Contract Statement of Work—Exhibit H
January 2015
EXHIBIT H
10. The Contractor shall upload a certificate of completion of April 1,2016
CVM Webinar to the appropriate CO-SHARE folder.
11. The Contractor shall upload a completed agency specific Within two weeks
Hazard Vulnerability Analysis(HVA)into the Joint Risk following JRA
Assessment system,and indicate completion of the activity on paining,no later
•
the Grant Reporting Spreadsheet. than December 31,
2015.
12. The Contractor shall upload one complete CDPHE JRA June 1,2016
Template per coalition to CO-SHARE.
13. The Contractor shall upload verification of participation in a
training related to a gap identified in the 2014-15 HCC June 15,2016
tabletop exercise to the appropriate CO-SHARE folder.
14. The Contractor shall upload their updated training and February 1,2016
exercise plan to the appropriate CO-SHARE Folder.
15. The Contractor shall upload an HCC Agenda indicating
training and exercise plans were discussed to the appropriate June 1,2016
COSHARE folder.
16. The Contractor shall upload verification of participation in or
hosting of a mass fatality training to the appropriate CO- June 1,2016
SHARE folder.
17. The Contractor shall upload verification of participation in one
(1)train-the-trainer for the CIIS-SNS Inventory Management June 1,2016
System. (FOR REGIONAL HOSTING AGENCIES
ONLY)
18. The Contractor shall upload verification of participation in one
(1)CIIS-SNS Inventory Management face-to-face training as June 1,2016
provided by regional staff to the appropriate CO-SHARE
folder.
19. The Contractor shall upload healthcare coalition-based
functional exercise planning meeting minutes in which one or October 1,2015
more optional functional exercise objectives are created,to the
appropriate CO-SHARE folder. .
20. The Contractor shall upload modified functional exercise
documents reflecting HCC and agency needs as well as a list October 1 2015
of any optional exercise objectives to the appropriate CO-
SHARE folder.
21. The Contractor shall upload a list of recruited functional
exercise volunteers to the appropriate CO-SHARE folder. September 1,2015.
22. The Contractor shall upload modified exercise marketing No later than one
materials to the appropriate CO-SHARE folder. month prior to the
selected regional
date of play
Or June 1,2016
23. The Contractor shall upload an after-action report to CO-Share No later than one
including improvement plan elements based on completed month after exercise
functional exercise. completion
Or
June 1,2016
24. The Contractor shall upload agency attendance sheets
following the RTP / LTP Functional Exercises conducted by
CDPHE,to the appropriate CO-SHARE folder. June 1,2016.
Page 7 of 9
Contract Statement of Work—Exhibit H
January 2015
EXHIBIT H
25. The Contractor shall upload drill report template for two (2)
tactical communications focusing on CDPHE DOC to Local June 1,2016
POD and RSS to RTP/LTP communication via 800MHz
radio and cell phone equipment.
26. The Contractor shall upload drill report template for a
minimum of two (2) DOC/RTP/LTP to POD
June 1,2016
communications drills initiated by the agency.
27. The Contractor shall upload the completed POD Drill Report
Templates into the appropriate CO-SHARE Folder if POD
drill activity was completed
OR No later than
The Contractor shall upload a completed After Action Report June 1,2016.
and Improvement Plan if a POD Functional Exercise was
completed.
28. The Contractor shall post their completed Drill Report Within 30 days of
Template in CO-SHARE. the drill
No Later than June
1,2016.
29. The Contractor shall post all hosted trainings and exercises on At least two weeks
the appropriate CO-SHARE Training and Exercise calendars. prior to training or
June 1,2016.
Epidemiology Work Plan Table - Budget Period 4 - 2015-2016
Goal#1: Develop, sustain, and improve upon public health surveillance and epidemiological investigation
systems and processes at the local level in Colorado.
Objective#1: No later than the expiration date of the Contract, provide public health surveillance and
epidemiological investigation activities for Colorado local public health agencies.
Primary Activity#1 Attend and participate in scheduled epidemiologist conference calls, meetings, and
trainings.
1. The regional epidemiologist shall attend twice-monthly epidemiologist conference
calls coordinated by CDPHE. CDPHE will record and monitor attendance.
2. The regional epidemiologist shall attend the fall 2015 epidemiologist and regional
Sub-Activities #1 staff meeting/training scheduled by CDPHE. Attendance may occur in person or via
webinar/teleconference, if offered. CDPHE will record and monitor attendance.
3. The regional epidemiologist shall attend the spring 2016 epidemiologist and regional
staff meeting/training scheduled by CDPHE. Attendance may occur in person or via
webinar/teleconference, if offered. CDPHE will record and monitor attendance.
Primary Activity#2 Assess and share public health surveillance data.
1. The regional epidemiologist shall assess the reporting timeliness of select notifiable
diseases/conditions by clinical laboratories and hospitals within the regional
epidemiologist's jurisdiction/region.
2. The regional epidemiologist shall assess the completeness of select variables within
select notifiable diseases/conditions records in the Colorado Electronic Disease
Reporting System (CEDRS) for cases which occur within the regional epidemiologist's
Sub-Activities#2 jurisdiction/region.
3. The regional epidemiologist shall present on a surveillance or epidemiologic topic
during at least one health care coalition meeting within the regional epidemiologist's
jurisdiction/region. Topics can include: sharing surveillance data, discussing the
agency's or region's epidemiological response plan, reviewing an outbreak
investigation, reviewing the role of epidemiology in emergency preparedness and
response, and sharing epidemiological tools that can be used in emergency
Page 8 of 9
Contract Statement of Work—Exhibit H
January 2015
EXHIBIT H
preparedness and response.
4. The regional epidemiologist shall share CDPHE provided quarterly and year-to-date
surveillance data reports, or internally generated surveillance data reports, with
public health associates and stakeholders within the regional epidemiologist's
jurisdiction/region either quarterly or bi-annually.
5. The regional epidemiologist shall work with regional generalists within the
jurisdiction/region to review information and data sharing components of the local
public agency epidemiological response plans to ensure they are consistent with
information and data sharing components in other local public health agency
emergency preparedness and response plans (e.g., the agency-specific Public Health
Emergency Operations Plan and other plans). Updates to plans shall be made based
on the review findings. This activity shall be conducted for each local public health
agency within the regional epidemiologist's jurisdiction/region.
Primary Activity#3 Conduct/assist with timely and complete case, outbreak, and incident investigations and
implement appropriate disease control measures.
1. The regional epidemiologist shall participate in a real situation of need or urgency
outside of the regional epidemiologist's jurisdiction/region as requested by CDPHE.
2. The regional epidemiologist shall monitor CEDRS to ensure local public health
disease investigators within the jurisdiction/region are completing the "investigation
start date" variable in CEDRS for diseases/conditions for which the local public
health agency has primary investigatory responsibilities.
3. The regional epidemiologist shall monitor CEDRS to ensure local public health
disease investigators within the jurisdiction/region are completing the "was
Sub-Activities #3 case/surrogate interviewed" variable in CEDRS for diseases/conditions for which the
local public health agency has primary investigatory responsibilities. CDPHE will
monitor the completion of the "was case/surrogate interviewed" variable in CEDRS
by running two reports throughout the grant year to assess completion and will share
the reports with regional epidemiologists.
4. The regional epidemiologist shall initiate contact with disease cases within the
regional epidemiologist's jurisdiction/region identified by CDPHE or the CDC to be
part of a Colorado or multi-state outbreak or cluster within 24 hours of recognition
using the outbreak or cluster-specific questionnaire provided by CDPHE or CDC.
V. 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.
VI. Resolution of Non-Compliance:
The Contractor will be notified in writing within (30) calendar days of discovery of a compliance issue. Within
(30) calendar days of discovery,the Contractor and the State will collaborate, when appropriate,to determine the
action(s) necessary to rectify the compliance issue and determine when the action(s) must be completed. The
action(s)and time line for completion will be documented in writing and agreed to by both parties. If extenuating
circumstances arise that requires an extension to the time line, the Contractor must email a request to the Grants
Branch Manager and receive approval for a new due date. The State will oversee the completion/implementation
of the action(s)to ensure time lines are met and the issue(s) is resolved. If the Contractor demonstrates inaction
or disregard for the agreed upon compliance resolution plan,the State may exercise its rights under the provisions
of this contract.
Page 9 of 9
Contract Statement of Work—Exhibit H
January 2015
Exhibit I
Budget
To Task Order Dated 04/01/2012-Contract Routing Number 13 FJA 41937
Contract Amendment#3 Routing Number 16 FHJA 79743
Weld County Department of Public Health
Fiscal Year 2015-2016 Budget
County Budget
Personnel
Annual/Hourly #of %of
Title: /Salary Rate& Mont Time Cost
Fr_ in a hs FTE
Regional Epidemiologist $127,216.00 12 1.00 $118,216
Emergency Response Specialist $86,595.00 12 1.00 $61,422
Director,Health 12
Communication,Education&
Planning $118,913.00 0.02 $1,378
HAN Coordinator/MRC 12
Coordinator $60,669.00 0.50 $16,335
Personnel Budget Total: $197,351
Supplies/Operating/Other Direct Expenses
Description Cost
Supplies,dues, phone $1
Supplies/Operating/Direct Costs Budget Total: $1.00
Travel(In-State/Out-of-State)
Description Cost
Mileage and travel $1
Travel Budget Total: $1.00
Consultant/Contractual
Description Cost
$1.00
Contractual/Consultant Budget Total: $1.00
Direct Costs Budget Total: I $197,354
Administrative/Indirect Cost
Indirect:20.5%of Direct Salaries and Wages including Fringe $40,457
Benefits
BUDGET TOTAL: $237,811
Page 1 of 1
•
Esther Gesick
From: Esther Gesick
Sent: Friday, June 19, 2015 9:14 AM
To: Skye Turchado
Cc: Mark Wallace; Tanya Geiser; Andrew Glendenning; Commissioners; Jennifer Fuller; CTB
Subject: RE: Action Required: PHEP Work plan Changes
Hi Skye and Andrew,
Commissioner Conway's response makes three, so please proceed with making arrangements with the State. When the
finalized version is returned, please flag it for our benefit to remind us that it needs to be rescanned in its entirety.
Thanks everyone!
Esther E. Gesick
Clerk to the Board
1150 O Street/P.O. Box 758'Greeley, CO 80632
tel: (970) 336-7215 X4226
11n
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.
Rafaela Martinez
From: Barbara Kirkmeyer
Sent: Friday, June 12, 2015 11:43 AM
To: Mark Wallace
Cc: Rafaela Martinez; Tanya Geiser; Andrew Glendenning; Commissioners; Jennifer Fuller; CTB
Subject: RE: Action Required: PHEP Work plan Changes
Thanks Mark
Rafaela I am in agreement to make the changes
Thanks
Barbara Kirkmeyer
Weld County Commissioner District 3
JTt4iW
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: Mark Wallace
Sent: Friday, June 12, 2015 10:05 AM
To: Barbara Kirkmeyer
Cc: Rafaela Martinez; Tanya Geiser; Andrew Glendenning; Commissioners; Jennifer Fuller; CTB
Subject: Re: Action Required: PHEP Work plan Changes
Commissioner Kirkmeyer,
Andrew provided this assessment to me. I'm forwarding it to you. Let me know how we can help further answer
your questions and next steps you want me to take.
The changes are not substantial—actually make the work plan easier to follow and complete. Below is a
bulleted list of the proposed changes. I have also attached the work plan template document from CDPHE
showing the revisions in the track changes.
• On page 1, under Primary Activity #1 we want to delete Sub-Activity #5.
• On page 3, the order of two Sub-Activities has changed.
• On page 5, we want to delete the deliverable associated with the deleted Sub-Activity#5.
On page 6, under Measurement of Expected Results, we want to add the Strategic National
Stockpile- Medical Counter Measure Operational Readiness Review Guidance as a resource.
• On page 6, the corrected date to upload modified functional exercise documentation is noted.
On page 6-7, we accidentally listed the deliverables as the sub-activities. Hence, our edits are to
replace with proper deliverable language. This provides clarity that was previously missing.
• On page 8, there is one change of wording to specify the deliverable.
Please contact me with any other questions.
Thank you,
Andrew Glendenning, MPH
Public Health Preparedness Coordinator
Sent from Mark's iPhone
Please excuse typos and autocorrect errors.
On Jun 12, 2015, at 5:42 AM, Barbara Kirkmeyer <brrkmeyer a,co.weld.co.us> wrote:
2
Waiting on answer to my question below
Have a great day
On Jun 11, 2015, at 10:07 AM, Barbara Kirkmeyer <bkirkmeyer@co.weld.co.us> wrote:
Mark; Andrew or Tanya
The Bocc needs to know if there are substantial changes to SOW
Before we can approve. (Or not)
Thanks
Comm Kirkmeyer
Have a great day
On Jun 11, 2015, at 9:57 AM, Rafaela Martinez <ramartinez@co.weld.co.us>
wrote:
Good Morning Everyone,
Attached is a Statement of Work for the Emergency Preparedness Grant
h was Approved by the Board and Signed on Monday,
that pp g
June 8, 2015.
The State of Colorado is requesting revisions with a SOW. Please see the
E-Mail String Below as well as the Attached items for your review.
If you could please respond to me, I need at least three (3) positive
responses for this item to be taken care of, otherwise a new contract
will need to be drafted.
Thank you!
Rafaela a. Martinez
Deputy Clerk to the Board
1150 O Street)P.O. Box 758/Greeley, CO 80632
tel: (970)336-7215 X5226
<image005.jpg>
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
Any disclosure,copying,distribution or the taking of any action concerning the
communication.
contents of this communication or any attachments by anyone other than the named recipient is
strictly prohibited.
From: Andrew Glendenning
Sent: Thursday, June 11, 2015 9:10 AM
To: Tanya Geiser
Cc: Mark Wallace; Eric Aakko; Esther Gesick; Rafaela Martinez; Skye
Turchado
Subject: RE: Action Required: PHEP Work plan Changes
3
I agree we should have the correct county info on the form. If I am
reading the original email correctly, all I need to do is reply to Judy
Yockey indicating the changes are acceptable. CDPHE will make the
changes to the signed contract (basically just inserting the revised info
into the otherwise completed contract. I think the template and SOW
with track changes sent by CDPHE are for our reference only. When we
receive the final contract from the state to be scanned, it should have
the correct info for Weld already inserted... I will double check that and
let you know ASAP.
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
<image001.png><image002.png><image003.png>
<image004.jpg>
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: Tanya Geiser
Sent: Thursday, June 11, 2015 9:00 AM
To: Andrew Glendenning
Cc: Mark Wallace; Eric Aakko; Esther Gesick; Rafaela Martinez; Skye
Turchado
Subject: FW: Action Required: PHEP Work plan Changes
Andrew,
The CTB is okay with the substitution and they will use this email string
as backup to document what occurred with this contract.
When you notify them that the changes to the SOW are acceptable will
you be sending them an updated SOW that actually includes our
relevant information where it is either listed as OPTIONAL, MANDATORY
or REQUIRED? I don't think it would be appropriate to have this
information left in the template form in the final version.
From: Tanya Geiser
Sent: Thursday, June 11, 2015 8:40 AM
To: Andrew Glendenning
4
Cc: Mark Wallace; Eric Aakko
Subject: RE: Action Required: PHEP Work plan Changes
Well, this poses a bit of a problem. The entire contract was just
approved by the Board on Monday and we sent the contract back to the
State Tuesday via FedEx. However it appears that they are just asking
you to accept the changes and they will substitute the revised SOW into
the contract we just sent them. I think this should be okay with the Clerk
to the Board because they don't scan the contract into TylerCM until the
final signed copy is received back from the State. Let me check on this
and I will get back with you ASAP.
From: Andrew Glendenning
Sent: Thursday, June 11, 2015 8:24 AM
To: Tanya Geiser
Cc: Mark Wallace; Eric Aakko
Subject: FW: Action Required: PHEP Work plan Changes
Hi Tanya,
I looked over the changes and they are fine from my perspective. Does
this modified work plan need to go to the county attorney and then
before the BOCC? What do you need me to do?
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
<image001.png><image002.png><image003.png>
<image004.jpg>
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: Bell - CDPHE, Korey [mailto:korey.bell@state.co.us]
Sent: Wednesday, June 10, 2015 4:51 PM
To: CDPHE EPR LPHA@state.co.us;
CDPHE EPR Coordinators@state.co.us;
CDPHE EPR RegionalStaff@state.co.us
Cc: Nancy Gilbert - CDPHE; Melanie Simons - CDPHE; Nicole Cantrell -
CDPHE; Nicole Roland; Emily Nunez - CDPHE; Keith Schemper - CDPHE;
Bell, Korey; Coles, MA, Rachel; Kristen Campos - CDPHE; Joslynn Hilliard
- CDPHE; Judy Yockey - CDPHE
Subject: Action Required: PHEP Workplan Changes
5
Good Afternoon,
After we sent out the LPHA Public Health Emergency Preparedness(PHEP)contracts we discovered that a couple of edits
did not appear on the final workplans. There is one deleted activity and it's associated deliverable. The date to upload
exercise documentation was incorrect. Also,we had several deliverables listed as activities.
Remember,"Activities"are what you,the contractor,does. The"Deliverables"are how you demonstrate to us that you
have completed the actvity.
We are proposing the following changes:
On page 1,under Primary Activity#1 we want to delete Sub-Activity#5.
On page 3,the order of two Sub-Activities has changed.
On page 5,we want to delete the deliverable associated with the deleted Sub-Activity#5.
On page 6,under Measurement of Expected Results,we want to add the Strategic National Stockpile-Medical
Counter Measure Operational Readiness Review Guidance as a resource.
On page 6,the corrected date to upload modified functional exercise documentation is noted.
On page 6-7,we accidentally listed the deliverables as the sub-activities. Hence,our edits are to replace with proper
deliverable language. This provides clarity that was previously missing.
On page 8,there is one change of wording to specify the deliverable.
There are no additional activities.
The attached documents highlight these changes.
• The"Track Changes SOW LPHA EPR_2015-16"document shows which changes we are proposing.
• The"Final SOW_LPHA-EPR_2015t6"document is the document with changes made and accepted. This
would serve as your workplan for reference.
Action Required: If these edits are acceptable,please forward this email to Judy Yockey
at iudy.vockey!r�state.co.us and indicate that you accept the changes. We will then substitute the revised document for the
one in your signed copy.(Please forward this email to Judy Yockey so that your reply is linked to this proposal.Please
state in the email that"I accept this proposal.")
Please complete as soon as possible,and no later than June 17.
If the edits are not accepted,then we will need to revise your contract with these edits in place and resend for signatures.
I apologize for the error. If you have any questions please email or call at your convenience.
Thank you,
Korey
Korey Bell
Public Health Emergency Preparedness Program Manager
Office of Emergency Preparedness Et Response
Colorado Department of Public Health Ft Environment
CDPHE LOR A •
istv
CO * ` Office of Emergency
Preparedness & Response
Department of Public Health&Environment
P: 303.692.2967 F: 303.691.7811 C: 720.635.3153
4300 Cherry Creek Drive South, Denver CO 80246-1530
korey.bell@state.co.us
6
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<Final SOW LPHA-EPR 2015-16.docx>
<Track Changes SOW_LPHA-EPR_2015-16_042715.docx>
Hello