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Home My WebLink About20151628.tiff RESOLUTION RE: APPROVE TASK ORDER CONTRACT AMENDMENT #1 FOR WOMEN'S WELLNESS PROGRAM AND AUTHORIZE CHAIR TO SIGN WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Task Order Contract Amendment#1 for the Women's Wellness Connection Program between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Weld County Department of Public Health and Environment, and the Colorado Department of Public Health and Environment, commencing June 1, 2015, and ending June 30, 2016, with further terms and conditions being as stated in said contract amendment, 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 Task Order Contract Amendment #1 between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Weld County Department of Public Health and Environment, and the Colorado Department of Public Health and Environment be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said task order contract amendment#1. 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 WFp_D COUNTY, C L ADO Cy( , ATTEST: G/id �/• D � • ,aciduc_ , , rbara Kirkmeyer, hair Weld County Clerk to the Board , n Mike Freeman, Pro-Tem BY: I Ii2lLo--) a.) ' a vol " i s _—, eety Clerk to the ` # L=. L." Sean P. Conway --- ) APPROVED AS TO FO' l: fi,� i�� 0011 -id oC/a,..7-)i ia�i ' � Julie A. Cozad / 'viii►►' County Attorney S 1 /i Me->"-LIZ,..y.7"- 1 p/ 4,_U i ' 'ioi i Steve Moreno Date of signature: 0 •AWL -7/9 2015-1628 HL0047 Memorandum • TO: Barbara Kirkmeyer, Chair C O U N T Y Board of County Commissioners FROM: Mark E. Wallace, MD, MPH, Executive Director Department of Public Health & Environment DATE: May 29, 2015 SUBJECT: Women's Wellness Connection -Targeted Outreach Program Amendment for Task Orders#1 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 Women's Wellness Connection (WWC) was established in 1991 by the Centers for Disease Control. The main objectives of the program are to reduce breast and cervical cancer morbidity and mortality rates and increase equity in screening, identification, and treatment of breast and cervical cancer. The WCDPHE is a current recipient of WWC funding providing breast and cervical cancer screening to qualifying uninsured and underinsured women age 40-64. Many women in Colorado remain uninsured and are not receiving routine screenings for breast and cervical cancer. There is a need for expanded outreach efforts to identify hard-to-reach women in WWC's targeted population groups. CDPHE's WWC program is offering WCDPHE continuation funding in the amount of $79,634.00 beginning July 1, 2015, until June 30, 2016. This funding opportunity allows WCDPHE to employ a full time Community Health Worker to recruit, screen, and schedule qualifying women for WWC clinical services, provide a breast and cervical education and awareness program in the community, and conduct a small media campaign encouraging women to get recommended mammograms and cervical cancer screenings for prevention and early cancer detection. No additional FTE will be required. This Women's Wellness Connection - Targeted Outreach Program Amendment for Task Orders #1 was approved for placement on the agenda by the Board via pass-around dated May 22, 2015. I recommend approval of this contract amendment. 2015-1628 DEPARTMENT OR AGENCY NAME COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT FHLA-WWC-TOP DEPARTMENT OR AGENCY NUMBER FAAA • CONTRACT ROUTING NUMBER 16 FHLA 79838 AMENDMENT FOR TASK ORDERS#1 This Amendment is made this 11 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 Commissioners of Weld County for the use and benefit of Weld County Department of Public Health and Environment(a Political Subdivision of the State of Coloradol.whose address or principal place of business is 1555 North 17'h Avenue Greeley,Colorado 80631, hereinafter referred to as the"Contractor". FACTUAL RECITALS The parties entered into a Master Contract,dated January 17,2012 with contract routing number 13 FAA 00051 Pursuant to the terms and conditions of the Master Contract, the parties entered into a Task Order Contract,dated December 24,2014, with encumbrance number CTFHLA20I5000000000697,and contract routing number 15 FHLA75542 as amended by Option Letter ti 115 FHLA 78969 collectively referred to herein as the"Original Task Order Contract, whereby the Contractor was to provide to the State the following: Increase outreach to WVJC-eligible women,with an emphasis on prioritized populations,and to connect those women to local breast and cervical cancer screening services at W W C-funded service delivery providers. The State promises to increase the amount of funds to be paid to the Contractor by Seventy Nine Thousand Six Hundred Thirty Four Dollars,(579,634.00)for the renewal term of I 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: L Consideration for this Amendment to the Original'Cask Order Contract consists of the payments and services that shall be made pursuant to this Amendment,and promises and ageements herein set forth. _. It is expressly agreed to by the parties that this Amendment is supplemental to the Original Task Order Contract,contract routing number 15 FHLA 75542,as amended by Option Letter# 1 I5 FHLA 78969 collectively referred to herein as the `Original Task Order Contract. 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. It is expressly agreed to by the parties that the Original Task Order Contract is and shall be modified, altered. and changed in the following respects only. Page 1 of5 Contract Amendment TaskOrder 01-2015 A. This Contract Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract identified by contract routing number 15 FFILA 75542.This Amendment is for the renewal term of July 1,2015,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: 075757955 b Classification: Contractor 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 15 FH LA 75542 This Amendment is for the renewal term of July 1, 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 increased by Seventy Nine Thousand Six Hundred Thirty Four Dollars,(S79,634.00)for an amended total financial obligation of the State of One Hundred Fifty Six Thousand One Hundred Sixty One Dollars(S156,161.00). This is an increase of Seventy Nine Thousand Six Hundred Thirty Four Dollars. ($79,634.00)of the amount payable from the previous term. The revised Statement of Work is incorporated herein by this reference and identified as --Exhibit D". The revised Budget is incorporated herein by this reference and identified as "Exhibit E". The Original Task Order Contract is modified accordingly. All other terms and conditions of the Original Task Order Contract arc reaffirmed. 4. The Effective Date of this Amendment is July 1,2015 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 APPROPRIA[ED,BUDGETED, AND OTHERW LSE MADE AVAILABLE. Page 2 of 5 Contract Amendment TaskOrder_01-2015 ibis page left intentionally blank. Page 3 of 5 Contract Amendment laskOrder 01-20 1 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 of County Commissioners of Weld County for the use and benefit of Weld County Department of Public Health and Environment STAT COLORADO John nlooper,Governor 7eabt-t .2� By: reA4151A-A-A--- Signature kAuthorize Officer For th 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: 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 Ro rt Jaros,CPA, ,JD By: ea645 Date: Page4of5 / �eS7. 1/ Contract Amendment TaskOrder 01-2015 Women's Wellness Connection Targeted Outreach Grant ATTEST: da W . p.,,e BOARD OF COUNTY COMMISSIONERS Weld • y Clerk to the Board WELD COUNTY, COLORADO � i / BY: i � : L.� .�r. r 1 ?LLldsyL ii `I-J-11- ',“--k-/ 7`-- Deputy erk to the Bo_; L®%% 7Barbara Kirkmeyer, Chair /Jle UN 0 g 2015 AP OVED AS T• F r DI .•�^:•� APPROVED AS TO SUBSTANCE: t V� ' 4+re Al Controller Elected Official or Department Head APPROVED S TO FORM: NIA c��_ ,,,� Director of General Services C n y Attorney /�1 oZo75-/GaZe? (/) This page left intentionally blank. Page 5 of 5 Contract .Amendment laskOrder 01-2015 EXHIBIT D STATEMENT OF WORK To Original Contract Routing Number 15 FFILA 75542 Contract Amendment 41 Routing Number 16 FHLA 79838 These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above. I. Project Description: II. This project serves to provide outreach and recruitment for women utilizing evidence-based intervention, as well as provide breast and cervical cancer education and awareness to women. III. Definitions: 1. ACS: American Cancer Society 2. CDC: Centers for Disease Control and Prevention 3. CDPHE: Colorado Department of Public Health and Environment 4. CHW: Community Healthy Workers are trusted members of the community or intended population whom they serve. CHWs are connectors to health care systems (providers, hospitals, community health programming, etc.) through referrals ("warm-handoffs") based on relationships built with those systems and knowledge of interested individuals/entities within their community. CHWs implement outreach within their communities to provide basic health assessments and health education, community advocacy and capacity building/empowerment and connect/refer to culturally-tailored resources to reduce risk factors of the social determinants of health. CHWs may provide language interpretation and cultural brokering to assure culturally responsive services for their clients. 5. TOP: Targeted Outreach Program 6. Underserved: women who are less likely to receive breast and cervical cancer screening services. 7. WWC: Women's Wellness Connection Page I of 4 Contract Statement of Work—Exhibit B January 2015 EXHIBIT D IV. Work Plan: Goal #1: Increase breast and cervical screenings in Colorado. Objective#1: No later than the expiration date of this Contract, the Contractor shall implement evidence-based interventions to encourage women to participate in preventive breast and cervical cancer screening services. The Contractor shall utilize community health workers to recruit underserved women for breast and cervical cancer screening services and refer them to Primary Activity#1 WWC-funded clinics or clinics that provide breast and cervical cancer screening services. Required is a minimum of one hundred fifty(150) women recruited. 1. Contractor shall schedule and coordinate breast and cervical cancer screening appointments for women. 2. Contractor shall provide interpretation services if needed,for women Sub-Activities #1 during breast and cervical cancer screening services. 3. Contractor shall coordinate or provide transportation for women to breast and cervical cancer screening appointments. 4. Contractor shall mail five hundred (500) reminder cards. letters and postcards utilizing evidence based products. Objective #2: No later than the expiration date of this Contract, the Contractor shall improve existing and pursue new community and health clinic affiliations to increase awareness and knowledge of breast and cervical cancer screenings. The Contractor shall promote breast and cervical cancer awareness, prevention and early detection utilizing evidence-based public health outreach activities. Primary Activity #1 Required presentations, trainings, and distribution of information shall include a minimum total of ten (10) community organizations, ten (10) community events, twenty (20) non WWC health clinics, and five thousand (5,000) women attendees. I. The Contractor shall present population-based approaches to increase breast and cervical screening rates. 2. The Contractor shall distribute CDPHE, ACS, and Contractor developed and owned educational screening materials for breast and cervical cancer Sub-Activities #1 screenings. 3. The Contractor shall disseminate small media (for example: postcards, � brochures, posters, local public service announcement and flyers. bus bench advertisements, educational videos) developed by the Contractor or CPDHE. 1. The content of electronic documents located on CDPHE and non-CDPHE websites and information contained on CDPHE and non-CDPHE websites may be updated periodically during the contract term. The Contractor shall Standards and monitor documents and website content for updates and comply with all Requirements updates. 2. The Contractor shall utilize evidence-based strategies to increase breast, cervical cancer screening rates, identified in The Community Guide. "this document is incorporated and made part of this Contract by reference and is Page 2 of 4 Contract Statement of Work—Exhibit B January 2015 EXHIBIT D available on the following website: http://www.thecommunitvguide.ora/cancer/index.html 3. The Contractor shall utilize materials for breast, cervical marketing, and will include WWC eligibility and referral information. The WWC eligibility and referral information are incorporated and made part of this Contract by reference and is available on the following website: https://www.colorado.gov/pacific/cdphe/womens-wellness-connection. 4. The Contractor shall participate in required conference calls to be scheduled by CDPHE. 5. The Contractor shall notify WWC Program Coordinator within thirty (30) days of a change in the Program Director responsible for the performance of services provided. 6. The Contractor shall participate in two (2) progress and training meetings annually with CDPHE. Increased women being screened for breast and cervical cancer. Expected Results of Activity(s) Qualitative and quantitative statistics of each activity, which are collected in Measurement of the quarterly progress report. Expected Results Completion Date Deliverables The Contractor shall submit the CDPHE provided quarterly No later than Progress Reports to CDPHE via WWC email October 15 (cdphe wwc@state.co.us). January 15 April 15 July 15 V. Monitoring: CDPTTE's monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the WWTC Section Manager. Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reports, invoices, site visit results and other fiscal and programmatic documentation as applicable. The Contractor's performance will be evaluated at set intervals and communicated to the contractor. A Final Contractor Performance Evaluation will be conducted at the end of the life of the contract. Page 3 of 4 Contract Statement of Work Exhibit B January 2015 EXHIBIT D VI. Resolution of Non-Compliance: The Contractor will be notified in writing within thirty (30) calendar days of discovery of a compliance issue. Within forty-live (45) calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine the action(s) necessary to rectify the compliance issue and determine when the action(s) must be completed. The action(s) and time line for completion will be documented in writing and agreed to by both parties. If extenuating circumstances arise that requires an extension to the time line, the Contractor must email a request to the WWC Section Manager and receive approval for a new due date. The State will oversee the completion/implementation of the action(s) to ensure time lines are met and the issue(s) is resolved. If the Contractor demonstrates inaction or disregard for the agreed upon compliance resolution plan, the State may exercise its rights under the provisions of this contract. Page 4 of Contract Statement of Work—Exhibit B Janu.uv2015 1� Exhibit E Budget CDPHE COLORADO COQ' Department of Public Health&Environment PREVENTION SERVICES DIVISION- BUDGET WITH JUSTIFICATION FORM Contract Routing# 16 FHLA 79838 Kimberly Senn,Clinical Services Manager Weld County Department of Public Health Program Contact Name, Contractor Name 970-304-6420 ext 2337: and Ervironment Title,Phone and Email ksenn@weldgov.com Fiscal Contact Name,Title, Tanya Geiser.Administrative Services Budget Period July 1,2015-tune 30,2015 Director 370.304.6410 ext 2122; Phone and Email tgeiserUEweldgov.corn Women's Wellness Connection Project Name Targeted Outreach Program Expenditure Categories Personal Services Salaried Employees Budget Item Percent of Total Amount Position Title/Employee Supports SOW Gross or Time on Requested from Name Description of Work _ (Yes/No) Annual Salary Fringe Project CDPHE Public Health Pratitioner Provide supervision for the community health Cocrdinator/CH outreach worker activities as described in the SOW Yes $ 109,430 $ 42,601 5% $7,602 Community Health Provide all community health outreach activities as Outreach Worker/TBD described in the SOW Yes $ 36,398 $ 14,170 100% $50,368 Program management,clinical coordination,and Clinical Services Manager reporing duties Yes S 70,927 $ 27,612 2% $1,971 Office Technician ill Medical records and client scheduling support Yes S 39,785 $ 15,488 2% 51,105 Weld County Fringe Benefits Calculation 1.45 Medicare 0.09 Unemployment 0.08 Worker's Compensation 13.7 PERA 0.33 Ufa/AD&0 12.:4 Health insurance 4.61 Accrual- Vacation 4.23 Accrual HUiday 13 Accrual sick 38.93% $0 $0 SO $O Personal Services Hourly Employees Budget Item Total 0 of Total Amount Position Title/Employee Supports SOW Hourly Hours on Requested from Name Description of Work (Yes/No) Hourly Wage Fringe Project CDPHE l $0 $0 $O $0 $0 $0 $0 $0 SO Page lof4 V-1 Jan 2013 Exribit E Budget PREVENTION SERVICES DIVISION- BUDGET WITH JUSTIFICATION FORM Contract Routing # 16 FHLA 79838 Kimberly Senn,C:In¢al Services manager Weld County Department of Public health Program Contact Name, Contractor Name 970-304-6420 ext 2337; and Environment Title,Phone and Email tsenntaweldjov.com Fiscal Contact Name,Title, Tanya Geiser,Aeminutrotiee Services Budget Period -uly 1,2015-June 30,2016 Director 970.304-6420 ext 2122; Phone and Email tgeiser@weldgcv.com Women's Wellness Connection Project Name Targeted Outreach Program Total Personal Services . (including fringe benefits) $61,246 Supplies&Operating Expenses Budget Item Total Amount Supports SOW Requested from Item Description of Item (Yes/No) Rate Quantity CDPHE Electronic Medical Record Electronic medical record system used for scheduling and charting Pees patertvisrts Yes 5235.00 12 $2.820 Monthly Phone usage Phone service-minutes and data package Yes $50.00 12 $600 500 Post Cards for appt reminders Post cards mailed for apot reminders including postage Yes $0.40 500 $200 Printed materials Brochures,flyers and educational materials Yes $0.26 1500 $390 3us Bench ads Bus Bench ad design and posting to 5 bus shelters Yes $650.00 5 I $3,250 Misc Operating Supplies Miscelaneous office suppiies Yes $15.00 12- $180 Gas Vouchers IGas Vouchers to lcs.st client's with transportation to appts. Yes $10-00 10 $100 Total Supplies &Operating Expenses $7,540 Travel i J I I Budget Item Total Amount Supports SOW Requested from Item Description of Item (Yes/No) Rate Quantity _ CDPHE Travel Travel to outreach events-1000 miles total vPs 0.555. 10CC $555 Travel Travel co Denver and Colorado Springs for one day meetings "ps 0.555 200 5222 Hotel expense One night hotel stay for meeting it Colorado Springs for 2 attendees es 150 2 5300 Meal expense Meal expense for Denver and Colorado Springs meetings Yes 15, 6 $90 $0 SO I SO • 50 1 So I I So I 1 $0 Total Travel $1,167 Contractual Budget Item Total Amount SupportsSOW Requested from Subcontractor Name Description of Item (Yes/No) Rate Quantity CDPHE SO SO Page2of4 V.1 Jan 2013 fxhi5it E 9udget PREVENTION SERVICES DIVISION- BUDGET WITH JUSTIFICATION FORM Contract Routing # 16 FHLA 79838 Weld County Department of Public Health Program Contact Name, r.r berly Senn.Clin car Services Manager Contractor Name 970-3046420 eft 2337; and Environment Title,Phone and Email ksenn@weldgov.com Fiscal Contact Name,Title, Tanya Geiser,Admin.stratne Services Budget Period July 1,2015-Jbne 30,2016 Director 970304 6110 ext 2122; Phone and Email tgelserteweldgov.com Women's Wellness Connection Project Name Ta'geted Outreach Program $C $0 SO $0 SO SO SO SO SO Total Contractual $0 SUB-TOTAL BEFORE INDIRECT $69 g53 Page 3 of 4 V.1 Jan 2013 Exhibit r Budget PREVENTION SERVICES DIVISION- BUDGET WITH JUSTIFICATION FORM Contract Routing # 16 FHLA 79838 ('mberly fern,finical Services Manager Weld County Department of Public Health Program Contact Name, Contractor Name 970.334.5420 ext 2337; and Environment Title,Phone and Email ksenn@weldgov.com Fiscal Contact Name,Title, Tanya Ge.ser,Administrative Services Budget Period July 1,2015-June 30,2016 Director 97G-304-6410 ext 2122: Phone and Email tgerser eilweldgov.com Women's Wellness Connection Project Name Targeted Outreach Program Indirect Total Amount Requested from Item Description of Item CDPHE Aego:iated Incirect cost rate(Federal,State.or 2015 CDPHE Indirect Rate is 13.84%;this is also estimated rate for 2015.We would like to be able to bill our CDPHE) acjusted indirect rate in 2016. $9,631 Indirect rate(other). n/a Indirect(modified or additional base) n/a Total Indirect $9,681 • TOTAL $79,634 Page 4 of 4 V.1 Jan 2013 Hello