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HomeMy WebLinkAboutResolution - 2021-R0151 - Ratification of Amendment No.2 to Contract HHS000436300019 4.27.2021Resolution No. 2021-R0151 Item No. 6.15 April 27, 2021 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the acts of the Mayor of the City of Lubbock in executing, on behalf of the City of Lubbock, a Department of State Health Services (DSHS) Contract No. HHS000436300019, Amendment No. 2, under the Texas Epidemiology Capacity Expansion Grant Program, by and between the City of Lubbock and the State of Texas acting by and through DSHS, and related documents are hereby ratified in full. Said Amendment is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on ATTEST: I.- jV Reb eca Garza, City Se et ry APPROVED AS TO CONTENT: BillXwefton, Deputy Ci anager APPROVED AS TO FOI2M: RyaiKBy6ke, Assistant City Attorney April 27, 2021 DANIEL M. POPE, MAYOR RES.DSHS Contract No. HHS000436300019Amendment 2 Ratification 3.25.21 DocuSign Envelope ID: 135A87E3-E90C-4BC4-943D-73B6D3277C92 Resolution No. 2021-R0151 DSHS CONTRACT No. HHS000436300019 AMENDMENT No. 2 The DEPARTMENT OF STATE HEALTH SERVICES ("SYSTEM AGENCY") and CITY OF LUBBOCK ("GRANTEE"), collectively referred to as the "Parties," to that certain Grant Contract effective September 1, 2019 and denominated DSHS Contract No. HHS000436300019 ("Contract"), now desire to amend the Contract. WHEREAS, the Parties desire to exercise the option to renew the contract term; and WHEREAS, DSHS desires to revise the Scope of Work and Budget. Now, THEREFORE, the Parties hereby amend and modify the Contract as follows: L SECTION III of the Contract, DURATION is hereby amended to reflect a revised termination date of August 31, 2023. 2. SECTION IV of the Contract, BUDGET is hereby amended to add $62,670.00 for the period of September 1, 2021 through August 31, 2022 and $62,670.00 for the period of September 1, 2022 through August 31, 2023 to the Contract. The total not to exceed amount of the Contract is increased to $250,679.00. Expenditures may not exceed the above allocated amounts within the specified timeframes. All expenditures under the Contract will be in accordance with ATTACHMENT B-1 REVISED BUDGET. A SECTION VI of the Contract, SERVICES, PERFORMANCE MEASURES AND REPORTING REQUIREMENTS, is hereby amended to add the following language: Grantee understands and agrees that upon the Effective Date (as defined below) of this Amendment, Grantee will be responsible for performing all services proposed in the Statement of Work, attached hereto as ATTACHMENT A-2, REVISED STATEMENT OF WORK in accordance with all federal and state laws applicable to this Contract. Further, Grantee shall be subject to the performance measures and reporting requirements as stated in ATTACHMENT A-2, REVISED STATEMENT OF WORK. 4 ATTACHMENT A-1 of the Contract, REVISED STATEMENT OF WORK is hereby amended and replaced in its entirety with ATTACHMENT A-2, REVISED STATEMENT OF WORK. 5. ATTACHMENT B of the Contract, BUDGET is hereby supplemented with the addition of ATTACHMENT B-1, SUPPLEMENTAL BUDGET. 6. This Amendment shall be effective as of September 1, 2021. 7. Except as amended and modified by this Amendment, all terms and conditions of the Contract, as amended, shall remain in full force and effect. System Agency Contract No. HHS000436300019 Page 1 of 10 DocuSign Envelope ID: 135A87E3-E90C4BC4-943D-73B6D3277C92 8 Any further revisions to the Contract shall be by written agreement of the Parties. SIGNATURE PAGE FOLLOWS System Agency Contract No. HHS000436300019 Page 2 of 10 DocuSign Envelope ID: 135A87E3-E90C-4BC4-943D-73B6D3277C92 SIGNATURE PAGE FOR AMENDMENT No. 2 DSHS CONTRACT No. HHS000436300019 SYSTEM AGENCY DEPARTMENT OF STATE HEALTH SERVICES DoeuSignetl by: C�tbtdniFw SiKAS By FAdggg .A'7E Jennifer Sims Deputy Commissioner Date of Signature: March 31, 2021 GRANTEE CITY OF LUBBOCK DoeuSigned by: EIuAkL Peps, B) p3FOi]Rfli1555dnF Daniel Pope Mayor Date of Signature: March 31, 2021 THE FOLLOWING DOCUMENT IS ATTACHED TO THIS AMENDMENT AND ITS RESPECTIVE TERMS ARE HEREBY INCORPORATED INTO THE CONTRACT BY REFERENCE: ATTACHMENT A-2 REVISED STATEMENT OF WORK ATTACHMENT B-1 SUPPLEMENTAL BUDGET System Agency Contract No. HHS000436300019 Page 3 of 10 DocuSign Envelope ID: 135A87E3-E90C-4BC4-943D-73B6D3277C92 ATTACHMENT A-2 REVISED STATEMENT OF WORK I. GRANTEE RESPONSIBILITIES Grantee will: A. Be responsible for performing all activities contained in this Statement of Work. Items I through M are performance measures and are evaluated by DSHS Emerging and Acute Infectious Disease Unit ("Unit"). The performance measures reflect the level of performance of the Grantee. B. Perform surveillance and epidemiology activities for all notifiable conditions with an emphasis on conditions reported through the National Electronic Disease Surveillance System (NEDSS). Activities must be performed whether the Grantee uses NEDSS for disease reporting or not. Information on the NEDSS notifiable conditions can accessed at https://txnedss.dshs.state.tx.us:8009/PHfNDox/UserResources, file name "Program Areas in NBS Reportable Disease 2016.xlsx. C. Use NEDSS as the primary surveillance system. If Grantee wishes to use an alternative primary surveillance system, it requires an implementation plan be negotiated and approved by the Unit and Grantee to ensure data is shared between both systems. D. Adhere to the Unit updated guidance when conducting surveillance and epidemiology activities including, but not limited to: 1. The Emerging and Acute Infectious Disease Guidelines httn://www.dshs.texas.gov/I DCU/investigation/investigation-Guidance.doc; 2. NEDSS Data Entry Guide- https://txnedss.dshs.state.tx.us:8009/PHINDox/UserResources/; and 3. Epi-Case Criteria Guide- https://www.dshs.texas.gov/IDCU/investigation/epi-case-criteria- guide/2020-Epi-Case-Criteria-Guide.pdf. E. Conduct timely monitoring and management of incoming infectious disease laboratory reports. Ensure laboratory reports are entered into NEDSS when submitting a notification on a notifiable condition investigation. F. Maintain knowledge of all health care facilities, providers, and laboratories in the Grantee's jurisdiction that are processing infectious disease laboratory reports not received through NEDSS. Provide technical assistance to these facilities, providers, and laboratories to ensure there is an established method for receiving and processing laboratory reports in a timely manner. G. Ensure laboratories are contacted one -hundred percent (100%) of the time regarding the submission of required isolates for notifiable conditions reportable through NEDSS. Verify the isolates or those related to outbreak investigations have or will be submitted for confirmatory and/or molecular testing to the DSHS laboratory in Austin, Texas or to another public health laboratory as designated by DSHS and previously approved by the Unit. For a list of these notifiable conditions, see footnote #3 of the Texas Notifiable Disease Conditions document accessed at his://www.dshs.texas. gov/IDCU/investigation/Notifiable-Conditions.aspx. System Agency Contract No. HHS000436300019 Page 4 of 10 DocuSign Envelope ID: 135A87E3-E90C-46C4-943D-7366D3277C92 H. Ensure the Epidemiologist(s): 1. Conducts case and outbreak investigations on notifiable conditions reported through NEDSS; 2. Provides technical assistance and guidance to other Grantee staff (e.g. communicable disease nurses) who are conducting case and outbreak investigations, responding to disease reports, implementing measures to prevent further spread of disease, or coordinating prophylactic measures where appropriate; and 3. Assesses the quality of surveillance data, perform analyses on surveillance data, and prepare situational updates on outbreaks. I. Attempt to complete one -hundred percent (100%) of questionnaires requested by the Unit. Complete and submit at least seventy-five percent (75%) of questionnaires related to all pertinent case and outbreak investigations within five (5) business days after the date requested by the Unit. Completed questionnaires include those in which'the patient is contacted but refuses to answer a portion of or the entire questionnaire. Questionnaires for which no contact is made with the patient do not constitute a completed interview. This applies to the notifiable conditions in this table. Listeriosis Salmonellosis Clusters Shiga toxin -producing Escherichia coli (STEC) Clusters J. Submit completed questionnaires related to notifiable conditions and outbreak investigations to DSHS through a secure electronic method to the designated Unit epidemiologist or to fax number (512) 776- 7616 no later than one (1) business day after completion of interview. This applies to the notifiable conditions in this table. Cholera Influenza A novel/variant Listeriosis Novel coronavirus Salmonellosis Clusters Shiga toxin -producing Escherichia coli (STEC) Clusters Vibrio parahaemolyticus Vibrio vulnificus infection Vibriosis other or unspecified K. For the notifiable condition Salmonellosis Clusters, attempt to complete questionnaires related to outbreaks and notifiable conditions by making a documented effort to contact the patient at least three (3) times, on different days, during normal business hours (8:00 a.m. — 5:00 p.m.). If these attempts fail, Grantee must make an effort to contact the patient at least, once after normal business hours. Questionnaires where efforts to contact the patient were unsuccessful are considered lost to follow- up and are not considered a completed questionnaire. L. Investigate and document, through NEDSS, at least seventy-five percent (75%) of risk behavior and exposure information on select case investigations. This applies to the notifiable condition Hepatitis B. acute. M. For the conditions listed in the following table, investigate and document at least ninety percent (90%) System Agency Contract No. HHS000436300019 Page 5 of 10 DocuSign Envelope ID: 135A87E3-E90C-4BC4-943D-73B6D3277C92 of confirmed and probable notifiable conditions correctly and completely within thirty (30) days of initial report. Amebic meningitis/encephalitis, other Amebic menin oence halitis, primary (PAM) Botulism foodborne Botulism, infant Botulism other/unspecified Botulism wound Campylobacteriosis Candida aegis Carba enem-resistant Enterobacteriaceae (CRE) Cholera Cryptosporidiosis Cyclos oriasis Ebola hemorrhagic fever Hemolytic uremic syndrome post diarrheal Hepatitis E acute Influenza A novel/variant Influenza -associated pediatric mortality Le ionellosis Listeriosis Novel coronavirus Salmonella Para hi Salmonella Typhi Salmonellosis, non -Para hi/non-T hi Shi a toxin -producing Escherichia coli STEC Shigellosis Vancomycin-intermediate Staphylococcus aureus (VISA) Vancomycin-resistant Staphylococcus aureus coa lase- ositive VRSA Vibrio parahaemolyticus Vibrio vulnificus infection Vibriosis other or unspecified Yersiniosis N. Respond to each quarterly report provided by the Unit regarding results for performance measures I through M. Responses are due twenty (20) business days after the date the quarterly report was provided by the Unit. Responses must be submitted by electronic mail to EAIDBcontracts(i dshs.texas.gov. O. Follow corrective action plan issued by the Unit for any performance measure needing improvement. P. Maintain open communication with other local health departments, regional health departments, and/or the Unit as necessary to ensure investigations are conducted efficiently and expeditiously. Q. Follow the Grantee's established process for notifying another public health entity when a known or potential case or an exposed contact resides in that public health entity's jurisdiction. The notification must begin within one (1) business day. R. Ensure the respective regional health department and the Unit are informed of certain suspected cases and outbreaks. Also keep the regional health department and the Unit up-to-date on significant developments for the duration of those investigations. S. Educate, inform, and train the medical community and local providers on the importance of reporting notifiable conditions within Contractors jurisdiction. Ensure that providers collecting and shipping specimens for testing by the DSHS Laboratory adhere to collecting and shipping guidance in the Emerging and Acute Infectious Disease Guidelines. T. Present local training on epidemiology and surveillance related rules and regulations as requested. Conduct local level data analysis and utilize recent data findings to target and share recommendations/best practices for preventing disease spread. System Agency Contract No. HHS000436300019 Page 6 of 10 DocuSign Envelope ID: 135AB7E3-E90C-4BC4-943D-73B6D3277C92 U. Participate in outbreak/cluster-related conference calls and responses relevant to the Grantee's jurisdiction as directed by DSHS. V. Participate in conference calls, scheduled by the Unit, specific to this SOW to provide updates, progress reports, and other necessary communications. W. Work with DSHS during any technical reviews and quality assurance visits conducted by DSHS; X. Provide epidemiology surge capacity to surrounding jurisdictions in the event of a major statewide or regional outbreak or disaster, as directed by DSHS. Y. Retain Epidemiologist(s), as specified in the approved budget, dedicated to conducting infectious disease surveillance and epidemiology activities. The Epidemiologist(s) must have a Master of Public Health (MPH) or equivalent degree, or at least two years working experience as an Epidemiologist performing infectious disease epidemiology and surveillance activities. Z. Require its staff to attend training, conferences, and meetings, as directed by the Unit. Epidemiologist(s) funded by this contract will be required to attend the workshop and training listed below. Should additional funding become available, other DSHS sponsored training, workshops, and conferences may be attended with prior Unit approval. 1. The annual Epidemiology and Laboratory Capacity (ELC) Workshop conducted by the Unit or another Unit -approved substitute training; and 2. The DSHS NEDSS training, including certification, to be completed within sixty (60) days of hire (if not already a certified NEDSS user). AA. Obtain prior approval from the Unit of any redirection of duties for Epidemiologist(s) funded by this contract. BB. Notify the Unit within forty-eight (48) hours of any personnel actions, including the details and outcome of such actions, involving any staff funded by this contract. A written report will be submitted to the Unit within seventy-two (72) hours of the personnel actions. Personnel actions include issues that develop regarding violations of the project, state, and/or Federal policies, procedures, requirements, and laws. CC. Ensure staff funded by this contract are compliant with the following Texas rules and statue related to infectious disease data confidentiality and security: 1. Texas Administrative Code JAC), Title 25 Health Services, Section 97.10- httos://texrea.sos.state.tx.us/public/readtac$ext.TacPaae?sl=R&apD-9&o dir=&u rloc=&n tl oc=&p ploc=&pip tac=&ti=25&pt=1&ch=97&r1=10; and 2. Texas Health and Safety Code 81.046- https://stattitcs.capitol.texas.gov/Docs/HS/pdf/HS.8l.pdf . DD. Ensure newly hired staff funded by this contract successfully complete local confidentiality and security training 30 days from hire and continue to receive refreshed training as appropriate thereafter. System Agency Contract No. HHS000436300019 Page 7 of 10 DocuSign Envelope ID: 135A67E3-E90C4BC4-943D-73B6D3277C92 EE. Continue to monitor for breaches in confidential data and security of protected health information. If a breach is found, please follow local health department plans for reporting a confidentiality data or protected health information breach and notify the Unit. FF. Continue to use established communication procedures when relaying patient documentation for jurisdictions located outside of Texas regarding patients that live in that jurisdiction. GG. Coordinate with the appropriate Unit staff member when an investigation in the grantee jurisdiction extends outside of Texas and is considered high profile (e.g. involvement from the Commissioner of Health). HH. Submit a monthly report that lists all reported clusters and outbreaks along with information on investigation findings on the tracking sheet provided by the Unit. Monthly reports are due on or before the 15th of each month. Each report must cover activities that occurred during the preceding month. Submit monthly reports by electronic mail to EAIDBcontracts@dshs.texas.eov. All reports should be clearly identified with the Grantees Name, Contract Number, IDCU/SUR, and the month the report covers. Monthly reports are required even if no activities were conducted during the reporting period. II. Provide a written report, when requested by the Unit, detailing at least three (3) success stories relating to disease investigations and/or epidemiological work conducted by staff funded by this contract. JJ. Complete the Vacancy Report whenever an Epidemiologist position funded by this Contract becomes vacant and when the vacancy is filled. Within five (5) business days of the vacancy, the Vacancy Report must be submitted by email to EAIDBcontracts n dshs.texas.gov. Vacant positions existing for more than sixty (60) days may result in a decrease in funds. KK. Grantee shall initiate the purchase of all Equipment approved in writing by the DSHS in the first quarter of the Contract term, as applicable. Failure to timely initiate the purchase of Equipment may result in the loss of availability of funds for the purchase of Equipment. Requests to purchase previously approved Equipment after the first quarter in the Contract must be submitted to the assigned DSHS contract manager. LL. Controlled Assets include firearms, regardless of the acquisition cost, and the following assets with an acquisition cost of $500 or more, but less than $5,000: desktop and laptop computers (including notebooks, tablets and similar devices), non -portable printers and copiers, emergency management equipment, communication devices and systems, medical and laboratory equipment, and media equipment. Controlled Assets are considered Supplies. MM. Grantee shall maintain an inventory of Equipment, supplies defined as Controlled Assets, and real property and submit an annual cumulative report of the equipment and other property on DSHS Contractor's Property Inventory Report (GC-11) located at http://www.dshs.state.tx.us/grants/forms.shtm by e-mail to COSSequip(&,,dshs.texas. ov and CMSInvoicesAdshs.texas.gov not later than October 15 of each year. NN. DSHS funds must not be used to purchase buildings or real property without prior written approval from the DSHS. Any costs related to the initial acquisition of the buildings or real property are not System Agency Contract No. HHS000436300019 Page 8 of 10 DocuSign Envelope ID: 135A87E3-E90G-4BG4-9430-73B6D3277G92 allowable without written pre -approval. IL PERFORMANCE MEASURES DSHS will monitor the Grantee's performance of the requirements in ATTACHMENT A-2 REVISED STATEMENT OF WORK and compliance with the Contract's terms and conditions. III. INVOICE AND PAYMENT A. Grantee will request payments using the State of Texas Purchase Voucher (Form B-13) at htip://www.dshs.state.tx.us/grants/foniis.shtm. Voucher and any supporting documentation will be mailed, submitted by fax, or submitted by electronic mail to the addresses/number below. Department of State Health Services Claims Processing Unit, MC 1940 1100 West 49th Street P.O. Box 149347 Austin, Texas 78714-9347 FAX: (512) 776-7442 EMAIL: Invoices i dshs.texas.gov EMAIL: CMSlnvoices(c,,dshs.texas.gov EMAIL: EAIDBcontracts(n)dshs.texas.gov B. Grantee will be paid on a cost reimbursement basis and in accordance with ATTACHMENT B-1 REVISED BUDGET of this Contract. Travel costs must not exceed General Services Administration (GSA) rates located at https://www.gsa.pov/travel/plan-book/per-diem-rates unless the.Grantee has an established travel policy that has been reviewed and approved by DSHS. C. Grantee will submit requests for reimbursement (Form B-13) and financial expenditure template monthly by the last business day of the month following the month in which expenses were incurred or services provided. Grantee shall maintain all documentation that substantiate invoices and make the documentation available to the DSHS upon request. In the event a cost reimbursed under the Contract is later determined to be unallowable then the Grantee will reimburse DSHS for that cost. D. Grantee will submit quarterly Financial Status Reports (FSR) located at http://www.dshs.state.tx.us/grants/forms.shtm by email to FSRGrantsOcdshs.texas.gov and CMSInvoices(a)dshs.texas.gov by the last business day of the month following the end of each quarter of the Contract for DSHS review and financial assessment. E. Grantee will submit request for reimbursement (B-13) as a final close-out invoice not later than forty- five (45) calendar days following the end of the term of the Contract. Reimbursement requests received in the DSHS office more than forty-five (45) calendar days following the termination of the Contract may not be paid. F. Grantee will submit a final FSR for the service period of September 1, 2021 through August 31, 2022 by October 20, 2022. Grantee will submit a final FSR for the service period of September 1, 2022 through August 31, 2023 by October 20, 2023. System Agency Contract No. HHS000436300019 Page 9 of 10 DocuSign Envelope ID: 135A87E3-E90C-4BC4-943D-73B5D3277C92 Categorical Budget PERSONNEL FRINGE BENEFITS TRAVEL EQUIPMENT SUPPLIES CONTRACTUAL OTHER TOTAL DIRECT CHARGES INDIRECT CHARGES TOTAL ATTACHMENT B-1 SUPPLEMENTAL BUDGET Contract No. HHS000436300019 September 1, 2021 to August 31, 2022 $46,242.00 $15,403.00 $1,025.00 $0.00 $0.00 S0.00 S0.00 $62,670.00 $0.00 $62,670.00 September 1, 2022 to Total Contract August 31, 2023 Amount $46,242.00 S92,484.00 $15,403.00 S30,806.00 $1,025.00 S2,050.00 $0.00 S0.00 $0.00 S0.00 $0.00 S0.00 $0.00 S0.00 $62,670.00 $125,340.00 $0.00 S0.00 $62,670.00 $125,340.00 System Agency Contract No. HHS000436300019 Page 10 of 10