HomeMy WebLinkAboutResolution - 2023-R0562 - Amendment No. 4, DSHS Contract No. HHS001120300005 - 11/14/2023Resolution No. 2023-R0562
Item No. 7.14
November 14, 2023
12ESOLUTION
B� IT It�SOLVED BY 'I'I IL CI1'Y COUNCIL OF TI Ir CITY OP LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute,
on behalf of the City of Lubbock, Amendmcnt No. 4 to the Departmcnt of State Health
Services Contract No. IIIIS001120300005 undcr thc S'1'D/HIV-DIS Prevention Services Grant
Program, by and between the City of Lubbock and the State of Texas' Department of State
Health Services, and all rclatcd documents. 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 ___ _ November 14, 2023 _
'1'ItAY
AT"fEST:
Courtney Paz, City Scc
APPROV�D AS `IO CONTLNT:
� �
W�
Bill I-Iowerton, Deputy City Manager
AYI'ROVED AS 1'O I�ORM:
�
� --
Rachael Foster, ssi t City Attorney
ccdocslllRES.DS}-IS Contract No. I 1[ IS001120300005 Amcndmcnt No.4
10.24.23
No Text
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
Resolution No. 2023-RO562
TEXAS
�v Health and Human
Services
The Honorable Tray Payne, Mayor
City of Lubbock
PO Box 2000
Lubbock, Texas 79457
Texas Department of State Health Services
Jennifer A. Shuford, M.D., M.P.H.
Commissioner
Subject: Sexually Transmitted Disease/Human Immunodeficiency Virus
Disease Intervention Specialists (STD/HIV-DIS) Contract
Contract Number: HHS001120300005, Amendment No. 4
Contract Amount: $1,178,907.00
Dear Mayor Payne:
Enclosed is the STD/HIV-DIS amendment between the Department of State Health
Services and City of Lubbock.
The purpose of this contract is to control and prevent the spread of Sexually
Transmitted Diseases (STDs), including Human Immunodeficiency Virus/Acquired
Immunodeficiency Syndrome (HIV/AIDS) and viral hepatitis.
This amendment increases the Contract amount by $392,969.00 for the 2024
Calendar Year, extends the Contract term through December 31, 2024, and updates
the Statement of Work to align with project needs.
Please let me know if you have any questions or need additional information.
Sincerely,
Martha Jasse, CTCD, CTCM
Contract Manager
(512) 776-6551
martha.jasse@dshs.texas.gov
P.O. Box 149347 • Austin, Texas 78714-9347 • Phone: 888-963-7111 • TTY: 800-735-2989 • dshs.texas.gov
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
DEPARTMENT OF STATE HEALTH SERVICES
CONTRACT NO. HHS001120300005
AMENDMENT NO.4
The DEPARTMENT OF STATE HEALTH SERVICES ("System Agency" or "DSHS") a pass -through
entity, and CITY OF LUBBOCK ("Grantee"), each a "Party" and collectively the "Parties" to that
certain grant contract to control and prevent the spread of Sexually Transmitted Diseases (STDs),
including Human Immunodeficiency Virus/Acquired Immunodeficiency Syndrome (HIV/AIDS)
and viral hepatitis under the STD/HIV-DIS Prevention Services Program, effective March 1, 2022,
and denominated DSHS Contract No. HHS001120300005 ("Contract'), as amended, now desire
to further amend the Contract.
WHEREAS, the Parties desire to extend the Contract term;
WHEREAS, DSHS desires to add funds to the Contract for services provided in Calendar Year
2024; and
WHEREAS, DSHS desires to update the project requirements in the Statement of Work to align
with project goals.
Now, THEREFORE, the Parties hereby amend and modify the Contract as follows:
1. ARTICLE III, DURATION, of the Contract is amended to reflect a revised termination date of
December 31, 2024.
2. ARTICLE IV, BUDGET, of the Contract is revised to increase the Contract amount by
$392,969.00 for the 2024 Calendar Year, resulting in a revised total not -to -exceed Contract
amount of $1,178,907.00. All expenditures for the 2024 Calendar Year will be in accordance
with ATTACHMENT B-4, BUDGET FOR 2024 CALENDAR YEAR.
3. ATTACHMENT A-1, REVISED STATEMENT OF WORK, is deleted in its entirety and replaced
with ATTACHMENT A-2, REVISED STATEMENT OF WORK (SEPTEMBER 2023), which is
attached to this Amendment and incorporated into and made part of the Contract for all
purposes.
4. ATTACHMENT B-4, BUDGET FOR 2024 CALENDAR YEAR, is attached to this Amendment and
incorporated into and made part of the Contract for all purposes.
5. This Amendment is effective as of January 1, 2024.
6. Except as modified by this Amendment, all terms and conditions of the Contract, as previously
amended, shall remain in full force and effect.
7. Any further revisions to the Contract shall be by written agreement of the Parties.
DSHS Contract No. HHS001120300005 Page 2 of 20
Amendment No. 4
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8. Each Party represents and warrants that the person executing this Amendment on its behalf has
full power and authority to enter into this Amendment.
SIGNATURE PAGE FOLLOWS
DSHS Contract No. HHS001120300005 Page 3 of 20
Amendment No. 4
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
SIGNATURE PAGE FOR AMENDMENT No. 4
DSHS CONTRACT No. HHS001120300005
DEPARTMENT OF STATE HEALTH SERVICES CITY OF LUBBOCK
Printed Name:
I:
Printed Name:
Title: Title:
Date of Signature:
Date of Signature:
DSHS Contract No. HHS001120300005 Page 4 of 20
Amendment No. 4
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
ATTACHMENT A-2
REVISED STATEMENT OF WORK (SEPTEMBER 2023)
I. GRANTEE RESPONSIBILITIES
A. Grantee shall conduct programs, as described herein, to control and prevent the
spread of Sexually Transmitted Infections (STIs), including human
immunodeficiency virus/acquired immunodeficiency syndrome (HIV. AIDS) and
viral hepatitis, in accordance with the Centers for Disease Control and Prevention
(CDC) STD Program Operations Guidelines, located at:
http: /www.cdc.gov/std/pro rg am/g1-2001.htm.
B. Grantee shall perform the following seven (7) core activities:
1. Community and Individual Behavior Change Interventions;
2. Medical and Laboratory Services;
3. Partner Services;
4. Leadership and Program Management;
5. Surveillance and Data Management;
6. Training and Professional Development; and
7. Program Evaluation.
C. Grantee shall maintain written program procedures covering the seven (7) core
activities. All procedures must be consistent with the requirements of this Contract.
D. Grantee shall perform the activities required under this Contract in the service area
designated in this Contract. Service area includes the following county(ies):
Lubbock.
E. Grantee shall designate one staff member to be a Local Responsible Party (LRP),
who will be responsible overall for ensuring the security of the confidential
HIV'STI information the Grantee maintains pursuant to this Contract.
F. Grantee shall comply with all applicable federal and state policies, standards, and
guidelines. The following documents are incorporated into this Contract by
reference:
1. DSHS HIV and STD Program Operating Procedures and Standards (POPS),
located at: http://www.dshs.texas.gov/hivstd/pops/default.shtm;
2. DSHS TB/HIV/STD and Viral Hepatitis Unit Security Policies and
Procedures, located at:
http://www.dshs.texas.gov/hivstd/policy/securit .sue
3. CDC STD Program Operations Guidelines, located at:
http://www.cdc. ovg /std/pro rg am/gl-2001.htm;
4. CDC STD Treatment Guidelines, located at:
http://www.cdc.gov/std/treatment/; and
5. DSHS HIV and STD Program Policy Reporting Suspected Abuse and
Neglect of Children, located at:
hLtps://www.dshs.texas.gov/childabusereporting/default.shtm.
G. Grantee shall comply with all applicable federal and state regulations and statutes,
as amended, which are incorporated by reference, including, but not limited to:
DSHS Contract No. HHS001120300005 Page 5 of 20
Amendment No. 4
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1. Chapters 81 and 85 of the Texas Health and Safety Code, especially Section
85.085 of the Texas Health and Safety Code (Physician Supervision of
Medical Care), which requires that a licensed physician supervise any
medical care or procedure provided under a testing program as required by
law;
2. Chapter 94 of the Texas Health and Safety Code (relating to Education and
Prevention Programs for Hepatitis C);
3. Chapter 98 of the Texas Health and Safety Code (relating to the reporting
of Sexually Transmitted Diseases including Human Immunodeficiency
Virus);
4. Title 25 Texas Administrative Code (TAC) Chapter 97; and
5. Section 531.02161 of the Texas Government Code, as an update to
provision of services, where there is delivery of an in -person service, there
must also be an option of that service by telecommunications or through the
use of information technology.
H. Grantee shall perform all activities in accordance with the terms of this Contract
and any subsequent instructions from DSHS. Grantee shall request DSHS written
approval before diverting from applicable policies, procedures, and protocols and
must update its implementation documentation within forty-eight (48) hours of
making approved change(s). Changes must not be implemented unless DSHS
written approval is provided to Grantee.
I. Performance measures will be used to assess, in part, Grantee's effectiveness in
providing the services described in this Contract, without waiving the
enforceability of any of the other terms of the Contract.
J. Grantee shall provide clinical services in accordance with Chapter 12 of DSHS
HIV/STD Program POPS for examining, testing, and treating individuals served in
public STD clinics. If data indicates that less than 90% of individuals served were
examined, tested and/or treated for STD(s) as medically appropriate, within twenty-
four (24) hours of seeking services, DSHS may (at its sole discretion) require
additional measures be taken by the Grantee to improve that percentage. In that
scenario, Grantee must follow those additional measures, and do so according to
the timetable mandated by DSHS.
K. Grantee shall ensure that individuals seeking STD diagnostic and/or treatment
services in public STD clinics are medically managed according to Grantee written
protocols and in compliance with DSHS HIV/STD Program POPS, and with CDC
STD Treatment Guidelines 2021, as revised.
L. Grantee shall ensure that individuals seeking STD diagnostic and/or treatment
services in public STD clinics will be referred for Pre -Exposure Prophylaxis/Non-
Occupational Post -Exposure Prophylaxis (PrEP/nPEP) services if at increased risk
for HIV but currently HIV negative. Individuals to be prioritized for PrEP referrals
include: Men who have Sex with Men (MSM) with rectal GC and/or syphilis;
individuals who have an HIV+ partner; individuals in the social -sexual network of
an identified HIV genotype cluster; and others at increased risk for HIV who could
benefit from PrEP.
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Amendment No. 4
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M. Grantee shall ensure that individuals seeking STD diagnostic and/or treatment
services in public STD clinics, who have been previously diagnosed with HIV and
have no evidence of care for more than 12 months, be referred to a DIS or other
linkage worker to ensure they are re-engaged into HIV medical care.
N. Grantee shall explore mechanisms to expand testing and awareness of STDs via
home testing and home self -collection kits and self -collection.
O. Grantee shall explore mechanisms to use telemedicine or telehealth for individuals
seeking STD diagnostic and treatment services and/or PrEl'i nPEP services.
P. Grantee shall ensure that a complaint process is maintained and posted in the areas
where services are provided, in accordance with Chapter 12 (STI Clinical
Standards) of the DSHS HIV/STD Program POPS.
Q. Grantee shall maintain a staff retention policy.
R. Grantee shall provide routine staffing updates for vacant positions, in accordance
with DSHS required format and schedule for reporting.
S. Grantee shall participate in targeted evaluation activities and other projects as
required by DSHS or CDC.
T. Grantee shall ensure that the client survey is conducted at a minimum of two (2)
times per year for a total of thirty (30) days. The summary of the feedback must be
available for review and identified concerns must be addressed within thirty (30)
days of the feedback period.
U. Grantee shall establish and maintain mutually agreed upon written procedures with
local providers to ensure the provision of partner services in accordance with DSHS
HIV STD Program POPS. The procedures must specify processes (e.g.,
communication) to facilitate timely partner elicitation by the local health
department following the delivery of HIV -positive test results to clients by Grantee.
V. Grantee shall establish and maintain mutually agreed upon written procedures with
local agencies who provide services frequently needed by clients seeking HIV STD
services from Grantee in accordance with DSHS HIV/STD Program POPS. The
procedures must specify processes (e.g., communication) to facilitate timely partner
elicitation by the local health department following the delivery of HIV -positive
test results to clients by Grantee including, but not limited to, the following
services:
1. HIV testing and counseling;
2. STD clinical services;
3. Partner services;
4. HIV medical and support services;
5. Substance use treatment services;
6. Harm reduction services; and
7. Mental health services.
At a minimum, such procedures must address conditions associated with making
and accepting client referrals. If Grantee provides all of the services in Subsections
II(V)(1-7) herein in a specific geographic area, no such agreement is necessary for
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that area. Grantee shall maintain complete records of all referrals made. These
procedures must be finalized and in place within thirty (30) days from the effective
date of this Contract.
W. Grantee shall ensure that performance of activities under this Contract is of a high
quality and consistent with all the requirements of this Contract.
X. Grantee shall conduct regular assessments of Grantee's performance, including
compliance with DSHS Program procedures, policies and guidance, contractual
conditions, attainment of performance measures, maintenance of adequate staff,
and submission of required data and narrative reports. Failure to comply with stated
requirements and contractual conditions may result in the immediate loss of
Contract funds at the discretion of DSHS.
Y. Grantee shall ensure that all staff designated to provide HIV and/or syphilis
screening(s) by collecting blood -based specimens, in both field and clinical
settings, complete DSHS-approved training prior to providing such services.
Supplemental testing must be collected by venipuncture immediately, on site, after
a point -of -care preliminary positive test result. Grantee staff shall offer and perform
these tests unless the client refuses. HIV and syphilis specimens may be submitted
through the DSHS public health laboratory or another laboratory designated by the
Grantee and approved in advance by DSHS.
Z. Grantee shall ensure that all staff designated to deliver all HIV and/or STD results
including positive results, in both field and clinical settings, complete DSHS-
approved training prior to providing such services.
AA. Grantee shall ensure that all staff conducting field work and designated to disclose
the reason s/he is contacting persons (e.g., exposure to someone who tested positive
for HIV and wanted to ensure s/he had the ability to be tested, positive test results
were received from a provider, laboratory, life insurance company, etc.) complete
DSHS-approved training prior to provided such services.
BB. Grantee shall ensure that staff performing under this Contract deliver all reactive
test results within the designated timeframes referenced in the DSHS HIV/STD
Program POPS. Grantee staff shall ensure the client understands the infection(s)
s/he has tested reactive for, is offered appropriate treatment for his/her infection(s)
and is linked to other medical and social resources as appropriate (e.g., HIV testing
and counseling; Pre -Exposure Prophylaxis (PrEP); Harm Reduction Services; STD
clinical services; partner services; HIV medical and support services; substance use
treatment services; and mental health services).
CC. Grantee staff operating under this Contract may be reassigned by DSHS or Grantee
to respond to Grantee's rapid response efforts or another PHFU program's response
to address and intervene in the transmission of reportable STDs, HIV and/or other
infections.
DD. Grantee shall ensure that staff attend training identified by DSHS to respond to
activities. The training will include planning, implementation and evaluation of
rapid response activities.
EE. Grantee shall maintain training records and ensure that staff complete and continue
training as required by DSHS.
DSHS Contract No. HHS001120300005 Page 8 of 20
Amendment No. 4
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H. PERFORMANCE MEASURES
A. Overview. Grantee shall follow the requirements for each of the STD Program
Objectives in DSHS HIV and STD POPS, with special emphasis on outcomes
excerpted below. If the data submitted by Grantee (or otherwise obtained by DSHS)
indicates the Grantee's performance does not meet the standards stated in one (1)
or more of the objectives, DSHS may (at its sole discretion) require additional
measures be taken by the Grantee to improve performance and Grantee must
implement these measures according to a timetable directed by DSHS.
B. Public Health Follow -Up (PHFU) Program Objectives
1. For Syphilis Objectives:
a. Grantee shall ensure that all individuals newly diagnosed with early
syphilis are interviewed within three (3) days of assignment. If data
indicates less than 8000 of individuals newly diagnosed with early
syphilis covered by the scope of this Contract are interviewed as
described, DSHS may, at its sole discretion, require additional measures
be taken by the Grantee to improve that percentage. In that scenario,
Grantee must follow those additional measures, and do so according to
the timetable mandated by DSHS. "Early syphilis" means all syphilis
cases that are determined to be primary, secondary, or early non-
primary/non-secondary syphilis. The CDC definition of syphilis is
located at: https:Hndc.services.cdc.gov/case-definitions.'syphilis-2018`.
b. Grantee shall achieve a partner index of at least 2.0 for all interviews
conducted on individuals newly diagnosed with early syphilis. If data
indicates less than a 2.0 partner index for all interviews conducted for
early syphilis by Disease Intervention Specialists (DIS), DSHS may (at
its sole discretion) require additional measures be taken by the Grantee
to improve that percentage. In that scenario, Grantee must follow those
additional measures, and do so according to the timetable mandated by
DSHS.
c. Grantee shall ensure that all partners initiated (partners obtained from
the interview/case management process with locating information as
outlined by Chapter 9 (Disease Intervention Specialist Performance
Standards) of the DSHS HIV/STD Program POPS to attempt
notification on early syphilis interviews)) are notified of the disease
exposure. If data indicates less than .75 partner notification index for
all initiated partners, DSHS may, at its sole discretion, require additional
measures be taken by the Grantee to improve that percentage. In that
scenario, Grantee must follow those additional measures, and do so
according to the timetable mandated by DSHS.
d. Grantee shall ensure that all partners notified of syphilis exposure are
tested and treated for syphilis, including incubating syphilis (disease
intervention index). If data indicates less than 60% of notified partners
are tested and treated as described, DSHS may (at its sole discretion)
require additional measures be taken by the Grantee to improve that
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percentage. In that scenario, Grantee must follow those additional
measures, and do so according to the timetable mandated by DSHS.
e. Grantee shall ensure that a treatment index of at least 0.75 is achieved
for all interviews conducted on individuals newly diagnosed with early
syphilis. If data indicates less than 0.75 treatment index, DSHS may (at
its sole discretion) require additional measures be taken by the Grantee
to improve that percentage. In that scenario, Grantee must follow those
additional measures, and do so according to the timetable mandated by
DSHS.
f. Grantee shall ensure that 80% of pregnant women with syphilis are
identified and treated appropriately and timely to prevent congenital
syphilis.
g. Grantee shall ensure that all infants born to a woman with a history of
syphilis in their jurisdiction are investigated and reported within 30 days
of receiving report of birth as outlined by DSHS HIVISTI Program
POPS, Chapter 23.
h. For people of childbearing capacity, Grantee shall maintain a procedure
to provide technical assistance and guidance for providers and systems
of care that ensures testing for syphilis is conducted, at a minimum, at
the first prenatal visit, during third trimester, and at delivery as required
by Chapter 81, Texas Health and Safety Code, Section 81.090.
i. Grantee shall ensure that all people of childbearing capacity have a
documented pregnancy status. If data suggests that less than 90% of
people of childbearing capacity with reactive syphilis labs and less than
80% of notified partners, suspects and contacts of childbearing capacity
have a documented pregnancy status, DSHS may (at its sole discretion)
require additional measures be taken by the Grantee to improve that
percentage. In that scenario, Grantee must follow those additional
measures, and do so according to the timetable mandated by DSHS.
2. For HIV Objectives:
a. Grantee shall ensure that all individuals newly diagnosed with HIV will
be interviewed within seven (7) days in accordance with DSHS
HIV/STD Program POPS. If data indicates less than 80% of individuals
newly diagnosed with HIV are interviewed as described, DSHS may (at
its sole discretion) require additional measures be taken by the Grantee
to improve that percentage. In that scenario, Grantee must follow those
additional measures, and do so according to the timetable mandated by
DSHS.
b. Grantee shall ensure that all individuals interviewed who have been
newly diagnosed with HIV complete their first HIV medical
appointment. If data indicates less than 85% of new HIV -positive
clients interviewed complete their first HIV medical appointment,
DSHS may (at its sole discretion) require additional measures be taken
by the Grantee to improve that percentage. In that scenario, Grantee
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must follow those additional measures, and do so according to the
timetable mandated by DSHS.
c. Grantee shall achieve a partner index of at least 2.0 for interviews
conducted on individuals newly diagnosed with HIV. If data indicates
a partner index of less than 2.0 for individuals interviewed by DIS,
DSHS may (at its sole discretion) require additional measures be taken
by the Grantee to improve that percentage. In that scenario, Grantee
must follow those additional measures, and do so according to the
timetable mandated by DSHS.
d. Grantee shall ensure that all partners initiated (partners obtained from
the interview/case management process with enough locating
information to attempt notification) on a new HIV interview are notified
of the disease exposure. If data indicates less than 0.75 partner
notification index, DSHS may (at its sole discretion) require additional
measures be taken by the Grantee to improve that percentage. In that
scenario, Grantee must follow those additional measures, and do so
according to the timetable mandated by DSHS.
e. Grantee shall ensure that all partners notified for HIV exposure are
tested for HIV. If data indicates less than 60% of the notified partners
are tested for HIV, DSHS may (at its sole discretion) require additional
measures be taken by Grantee to improve that percentage. In that
scenario, Grantee must follow those additional measures, and do so
according to the timetable mandated by DSHS.
f. Grantee shall ensure that all persons receiving PHFU (initiated partners,
those co -infected with a bacterial STD such as syphilis, gonorrhea,
and/or chlamydia, and/or individuals in the social -sexual network of an
identified HIV genotype cluster) who have been previously diagnosed
with HIV and have no evidence of care for more than 12 months are re-
engaged to establish HIV medical services. The activities taken to
locate the person must be documented in the designated data system.
This includes confirmation that the client attended his/her HIV medical
care appointment. All the tasks described in this provision must be
completed by a Disease Intervention Specialist (DIS).
C. STD Surveillance Objectives
1. Grantee shall ensure 95% of the values for age, sex, county, facility type,
and specimen collection date are collected for syphilis reporting.
2. Grantee shall ensure 95°0 of the values for age, sex, county, facility type,
specimen collection date, race/ethnicity, gender identity, sexual orientation,
sex of sex partners, pregnancy status, clinical signs/symptoms, HIV status,
substance use, treatment received, and date of treatment are collected for
primary and secondary syphilis reporting.
3. Grantee shall ensure 75% of syphilis cases have a documented adverse
outcome status (possible, likely, verified, no) for neurological, ocular and
otic manifestations.
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III. TRAINING REQUIREMENTS
A. Grantee shall ensure that staff comply with minimum training requirements of
personnel operating under this Contract. Compliance will be monitored by DSHS.
B. Grantee shall notify DSHS of completed trainings in the Semiannual reports referenced
in Section IV, Reporting Requirements, herein.
C. Grantee shall require their staff to attend and ensure attendance of training,
conferences, and meetings as directed by DSHS and described in this Section.
D. DIS staff members must:
1. Read and acknowledge Chapters 3 (HIVISTI Partner Services and Seropositive
Notification) and 9 (Disease Intervention Specialists Performance Standards)
of the DSHS HIVISTD Program POPS;
2. Complete DSHS-approved Fundamentals of STD Intervention (FSTDI),
including all prerequisites, within six (6) months of employment;
3. Complete DSHS-approved Fundamentals of Counseling and Testing (FCT) or
equivalent within six (6) months of employment;
4. Complete training in, and demonstrate knowledge of, the designated database
management system;
5. Participate in the HIV Navigation in Texas (HNT) within one (1) year of
employment;
6. Complete field specimen collection and phlebotomy training that has been
approved by the local health authority or clinical designee within sixty (60) days
of employment;
7. Demonstrate phlebotomy and specimen collection skills and competency before
field specimen collection and annually thereafter. The Grantee shall maintain
records of the completed training(s) and skills competency evaluations;
8. Complete training for all locally sanctioned testing technologies used for
specimen collection and processing;
9. If having more than one (1) year of experience, complete additional courses as
required by DSHS; and
10. If assigned to complete Congenital Syphilis (CS) Investigations, complete CS
trainings as directed by the CS Coordinator.
E. First -Line Supervisors (FLS) staff must:
1. Read and acknowledge Chapters 10 (First -Line Supervisors Performance
Standards) and 11 (Regional and Local Health Department HIVISTD Program
Manager Performance Standards);
2. Complete all training activities which are required for DIS under this Contract,
and FLS must also take the next available Texas First -Line Supervisor (TXFLS)
training;
3. If new to the jurisdiction, participate in the HIV Navigation in Texas within one
(1) year of employment;
4. Attend the DSHS FLS Summit;
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5. Attend quarterly DSHS FLS calls;
6. Attend any other required DSHS trainings, as scheduled; and
7. If assigned to review and approve Congenital Syphilis (CS) Investigations,
complete CS trainings as directed by the CS Coordinator.
F. Program Manager (PM) staff members must:
1. Read and demonstrate understanding of the following DSHS HIV STD
Program POPS chapters: Chapter 3 (HIV/STI Partner Services and Seropositive
Notification), Chapter 9 (Disease Intervention Specialists Performance
Standards), Chapter 10 (First -Line Supervisors Performance Standards), and
Chapter 11 (Regional and Local Health Department HIV Program Manager
Performance Standards);
2. Complete all training requirements of DIS and FLS;
3. Attend DSHS Leadership Meeting; and
4. Attend monthly DSHS Leadership calls.
G. STD Surveillance staff members must:
1. Read and acknowledge Chapter 8 (HIV/STI Surveillance) of DSHS HIV'STD
Program POPS;
2. Attend STD Surveillance training, as scheduled by DSHS;
3. Attend STD Surveillance monthly meetings, as scheduled by DSHS; and
4. Attend any other DSHS-required trainings.
H. Additional recommended trainings and topics for all program staff include:
1. Health Insurance Portability and Accountability Act (HIPAA);
2. Ethics;
3. Field Safety;
4. Health Disparities;
5. Cultural Humility;
6. CPR/First Aid;
7. Automated External Defibrillators (AED);
8. Defensive Driving;
9. Approaches in Harm Reduction;
10. Self -Defense;
11. Non -Violent Crisis Intervention;
12. Status Neutral Biomedical Approaches to HIV Prevention (Early Intervention,
PrEP, nPEP);
13. Motivational Interviewing;
14. Technical Writing;
15. Computer Skills;
16. Linkage to Care;
17. Gender and Sexual Diversity;
18. HIV Care and Treatment;
19. Human Trafficking;
20. Substance Use;
21. Mental Health; and
22. Case Notes Documentation.
DSHS Contract No. HHS001120300005 Page 13 of 20
Amendment No. 4
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
IV. CONFIDENTIALITY
A. Grantee shall designate and identify a HIPAA Privacy Officer, who is authorized to act
on behalf of Grantee and is responsible for the development and implementation of the
privacy and security requirements of federal and state privacy laws.
B. Grantee shall ensure that its security procedures require that all of its computers and
networks meet DSHS security standards, as certified by DSHS IT staff.
C. Grantee shall provide a list to DSHS of personnel with access to secured areas and of
all identified personnel who have received security training.
D. Grantee shall provide a list to DSHS of personnel with access to all network drives
where confidential information is stored and of all identified personnel who have
received security training.
E. Grantee shall ensure that requests for HIV/STD system user account terminations are
sent to DSHS within one business day of the identification of need for account
termination.
F. Grantee shall transfer secure data electronically using the Public Health Information
Network.
G. Grantee shall maintain a visitors' log for individuals entering the secured areas; this
must be reviewed quarterly by the LRP.
H. Grantee shall verify HIV/STD system user passwords are changed at least every ninety
(90) days; this must be verified by the LRP.
I. Grantee shall ensure that portable devices used to store confidential data are approved
by the LRP and encrypted.
J. Grantee shall ensure that confidential data and documents are: (1) maintained in a
secured area; (2) locked when not in use; (3) not left in plain sight; and (4) shredded
before disposal.
V. HIV/STD RAPID RESPONSE PLAN
A. DSHS will review the proposed Rapid Response Plan and provide guidance to the
Grantee.
B. Grantee shall develop, update, and submit a local HIV/STD Rapid Response Plan, and
submit by February 1 of each year of the Contract to the designated DSHS staff. The
plan must include how the Grantee will:
1. Identify responsible parties for planned activities including, but not limited to,
response coordinator, activity team lead, collaborative lead, and medical lead;
2. Identify increases in disease or outbreaks;
DSHS Contract No. HHS001120300005 Page 14 of 20
Amendment No. 4
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
3. Increase active surveillance;
4. Examine outbreak characteristics;
5. Educate health care providers and the community of disease outbreak (e.g.,
including signs/symptoms, available resources, disease trends, reporting
requirements, testing algorithms, and testing/treatment options);
6. Inform media outlets, as appropriate;
7. Conduct targeted screening efforts including testing in correctional settings (as
appropriate);
8. Enhance partner services;
9. Expand clinical access and services (e.g., increase clinical hours or days of services,
employ rapid testing, enhance prophylactic treatment protocols); and
10. Adjust work hours for employees involved in the response to allow staff to work
alternate hours or extended hours during response.
C. Grantee shall establish and maintain collaborative relationships with local businesses,
community clinics, and community -based organizations who serve populations most
affected by HIV or other STDs, as well as with appropriate local and institutional
individuals and groups (e.g., providers, hospitals, mental health and intellectually
disabled facilities, infection control nurses), in order to implement the local Rapid
Response Plan.
D. Grantee shall continue to enhance their current HIV/STD surveillance system,
including, but not limited to, improving reporting of providers and laboratories; and
increasing the number of sites that report electronically.
E. Grantee shall make all DSHS-directed revisions to the Rapid Response Plan and submit
a revised version to the DSHS designated program consultant by the directed deadline.
F. Grantee shall notify local leadership and key stakeholders of the finalized plan and
maintain a copy within the Program.
G. Grantee shall comply with the final, DSHS-approved version of the Rapid Response
Plan when an outbreak is identified.
H. Grantee shall designate program DIS persons to respond to local and statewide rapid
response activities when necessary. The identified staff must complete DSHS identified
trainings prior to assignment. The number of staff will be as directed by the DSHS
Rapid Response Team leader, to conduct disease intervention activities as prescribed
in the Grantee's final, approved STD Rapid Response Plan.
I. Grantee shall participate in, follow guidelines for, and complete HIV cluster response
activities for preventing and managing HIV outbreaks according to the Texas Cluster
Detection and Response Plan. Grantee will designate staff members to respond to
cluster assignments as directed by the Texas Cluster Detection Response Team.
DSHS Contract No. HHS001120300005 Page 15 of 20
Amendment No. 4
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
VI. REPORTING REQUIREMENTS
A. Grantee shall submit reports to DSHS in accordance with the schedule outlined in this
section for the corresponding calendar year.
B. CALENDAR YEAR 2022 REPORTING:
REPORT NAME
FREQUENCY
PERIOD
STARTS
PERIOD
ENDS
DUE DATE
Semiannual Report
First six (6)
03/01/2022
08/31/2022
09/30/2022
months
Semiannual Report
Remaining five
09/01/2022
01/31/2023
02/28/2023
(5) months
Congenital Syphilis
Monthly
03/01/2022
01/31/2023
Due thirty (30) calendar
Case Investigation
days after period being
and Infant Syphilis
reported.
Control Records
Note: This Report is
submitted through
THISIS and is subject
to HIPAA and PHI
data requirements.
Local Responsible
First six (6)
03/01/2022
08/31/2022
09/30/2022
Party (LRP) Report
months
Final LRP Report
Remaining five
09/01/2022
01/31/2023
02/28/2023
(5) months
Financial Status
Biannually
03/01/2022
08/31/2022
09/30/2022
Report (FSR)
Final FSR
Remaining five
09/01/2022
01/31/2023
03/15/2023
(5) months
C. CALENDAR YEAR 2023 REPORTING:
REPORT NAME
FREQUENCY
PERIOD
STARTS
PERIOD
ENDS
DUE DATE
Semiannual Report
First five (5)
02/01/2023
06/30/2023
07/31/2023
months
Semiannual Report
Remaining six
07/01/2023
12/31/2023
01/31/2024
(6) months
DSHS Contract No. HHS001120300005 Page 16 of 20
Amendment No. 4
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
Congenital Syphilis
Monthly
02/01/2023
12/31/2023
Due thirty (30)
Case Investigation
calendar days after
and Infant Syphilis
period being reported.
Control Records
Note: This Report is
submitted through
THISIS and is subject
to HIPAA and PHI
data requirements.
Local Responsible
First five (5)
02/01/2023
06/30/2023
07/31/2023
Party (LRP) Report
months
Final LRP Report
Remaining six
07/01/2023
12/31/2023
01/31/2024
(6) months
Financial Status
Biannually
02/01/2023
06/30/2023
07/31/2023
Report (FSR)
Final FSR
Remaining six
07/01/2023
12/31/2023
02/15/2024
(6) months
D. CALENDAR YEAR 2024 REPORTING:
REPORT NAME
FREQUENCY
PERIOD
PERIOD
DUE DATE
BEGIN
END
Semiannual Report
First six (6)
0101 2024
06 30 2024
07/31/2024
months
Semiannual Report
Remaining six
07 01 2024
12/31/2024
01/31/2025
(6) months
Congenital Syphilis
Monthly
0101 2024
12/31/2024
Due thirty (30) calendar days
Case Investigation
after period being reported.
and Infant Syphilis
Control Records
Note: This Report is
submitted electronically and
is subject to HIPAA and
PHI data requirements.
Local Responsible
First six (6)
01 `O1 2024
06/30/2024
07i31 /2024
Party Biannual
months
Security Assessment
(LRP) Report
DSHS Contract No. HHS001120300005 Page 17 of 20
Amendment No. 4
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
Local Responsible
Remaining six
07/01/2024
12/31/2024
01/31/2025
Party Biannual
(6) months
Security Assessment
(LRP) Report
Financial Status
First six (6)
01/01/2024
06/30/2024
07 31 2024
Report (FSR)
months
Final FSR
Remaining six
07/01/2024
12/31/2024
02/15/2025
(6) months
VII. INVOICE AND BUDGET
A. Invoices must be submitted monthly. Grantee shall submit timely "zero dollar" invoices
if Grantee does not incur expenses during the month. Invoices and all supporting
documentation must be emailed to invoicesAdshs.texas.gov and
crosinvoicesAdshs.texas.gov simultaneously. Grantee shall submit a final close-out
invoice and final financial status report no later than 45 calendar days following the
end of each Contract period. Invoices received more than 45 calendar days past the
end of the Contract term are subject to denial of payment.
B. DSHS will monitor Grantee's expenditures on a biannual basis. If expenditures are
below the Contract amount of the budget year, then, System Agency, in its sole
discretion, may reduce the Grantee's budget for the remainder of the Contract term.
System Agency also may reduce Grantee's budget if Grantee has vacant positions
existing for more than ninety (90) consecutive calendar days.
C. Grantee shall maintain an inventory of equipment, supplies, and real property. Grantee
shall submit an annual cumulative report on DSHS Grantee's Property Inventory
Report to the DSHS Contract Representative and FSOequipAdshs.texas.gov by email
not later than October 15 of each year. Controlled Assets include firearms, regardless
of the acquisition cost, and the following assets with an acquisition cost of $500.00 or
more, but less than $5,000.00: 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 do not include a capitalized asset, real
property, an improvement to real property, or infrastructure.
D. DSHS-approved budget may be revised by Grantee in accordance with the following
requirements:
1. For any transfer between budget categories, Grantee shall provide notification of
transfer between budget categories by submission of a request for budget change in
DSHS-directed format (hereafter the "Budget Change Form") to the DSHS
Contract Representative, highlighting the areas affected by the budget transfer and
DSHS Contract No. HHS001120300005 Page 18 of 20
Amendment No. 4
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
written justification for the transfer request. After DSHS review, the designated
DSHS Contract Representative will provide notification of acceptance or rejection
to Grantee by email.
2. For transfer of funds between budget categories, other than the `Equipment' and
`Indirect Cost' categories, for less than or equal to cumulative twenty-five (25)
percent of the total value of the respective Contract budget period, Grantee shall
timely submit the Budget Change Form for DSHS approval. If approved, the
revised budget will be incorporated into the Contract.
For transfer of funds between budget categories, other than the `Equipment' and
`Indirect Cost' categories, that cumulatively exceeds twenty-five (25) percent of
the total value of the respective Contract budget period, Grantee shall submit timely
written notification to DSHS Contract Representative using the Budget Change
Form and request DSHS approval. If the revision is approved, then the budget
revision is not authorized and the funds cannot be utilized until an amendment
incorporating the change(s) is executed by the Parties.
4. Any transfer between budget categories that includes `Equipment' and/or `Indirect
Cost' categories must be incorporated by amendment. Grantee shall submit timely
written notification to DSHS Contract Representative using the Budget Change
Form and request DSHS approval. If the revision is approved, then budget revision
is not authorized and the funds cannot be utilized until an amendment incorporating
the change(s) is executed by the Parties.
DSHS Contract No. HHS001120300005 Page 19 of 20
Amendment No. 4
DocuSign Envelope ID: 86124378-D02E-40A7-AD51-CE9548591026
ATTACHMENT B-4
BUDGET FOR 2024 CALENDAR YEAR
Budget Category
PERSONNEL
FRINGE BENEFITS
TRAVEL
EQUIPMENT
SUPPLIES
CONTRACTUAL
OTHER
TOTAL DIRECT CHARGES
INDIRECT CHARGES
TOTAL
2024 Calendar Year
(January 1, 2024
through December 31,
2024)
$226,921.00
$102,114.00
$11,800.00
$0.00
$20,084.00
$3,000.00
$29,050.00
$392,969.00
$0.00
$392,969.00
DSHS Contract No. HHS001120300005 Page 20 of 20
Amendment No. 4
Certificate Of Completion
Envelope Id: 86124378D02E40A7AD510E9548591026
Subject: Please DocuSign: HHS001120300005, Amendment No. 4,City of Lubbock
Source Envelope:
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10/19/2023 1:33:58 PM
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Mayor Tray Payne
traypayne@mylubbock.us
City of Lubbock
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Helen Whittington
helen.whittington@dshs.texas.gov
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Patty Melchior
Patty. Melchior@dshs.texas.gov
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Kirk Cole
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CMS.InternalRouting@dshs.texas.gov
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Envelope Originator:
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Reston, VA 20190
CMS.InternalRouting@dshs.texas.gov
IP Address: 167.137.1.9
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Katherine Wells COP
E D
kwells@mylubbock.us
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CMS.InternalRouting@dshs.texas.gov
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Martha Jasse
Martha.Jasse@dshs.texas.gov
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