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HomeMy WebLinkAboutResolution - 2002-R0007 - Contract For Public Health Services For HIV Prevention - TDH - 01/10/2002Resolution No. 2002 R0007 January 10, 2002 Item No. 21 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock a Contract for Public Health Services between City and the Texas Department of Health (TDH Document #7560005906 200301), pertaining to HIV prevention services, attached hereto, and any associated documents, which Contract shall be spread upon the minutes of this Council and as spread upon the minutes of this Council shall constitute and be a part hereof as if fully copied herein in detail. Passed by the City Council this loth day of January , 2002. ��W�4 Ze6 -- WINDY SITT , MAYOR ATTEST: Rebe ca Garza, City Secretary APPROVED AS TO CONTENT: WOW40� Tommy Camden, Health Department Director APPROVED AS TO FORM: Donald G. Vandiver, First Assistant City Attorney DDres/TDH-HIV con.res December 27, 2001 CONTRACT FOR PUBLIC HEALTH SERVICES Resolution No. 2002—R0007 January 10, 2002 Item No. 21 TDH DOCUMENT NO. 7560005906 200301 Contract Issued by: TEXAS DEPARTMENT OF HEALTH JV (RECEIVING AGENCY) 1100 WEST 49TH STREET AUSTIN, TEXAS 78756-3199 Legal Authority to Contract: Chapters 12 and 121, Health and Safety Code. Venue: The provisions of this Contract shall be interpreted in accordance with Texas law. Venue for any court disputes shall be in Travis County, Texas. PERFORMING AGENCY NAME: LUBBOCK CITY HEALTH DEPARTMENT MAILING ADDRESS: PO BOX 2548 LUBBOCK TX 79457-0000 STREET ADDRESS: 1902 TEXAS AVENUE LUBBOCK TX 79457-0000 NAME OF AU'T'HORIZED CONTRACTING ENTITY: CITY OF LUBBOCK HEALTH DEPARTMENT (If different from PERFORMING AGENCY) PAYEE DATA (If not the same as PERFORMING AGENCY or AUTHORIZED CONTRACTING ENTITY; must be on file with the Texas State Comptroller's Office.): NAME: CITY OF LUBBOCK ADDRESS: PO BOX 2000 LUBBOCK TX 79408-2000 (City, State, Zip) State of Texas Vendor Identification No. (14 digits) PAYEE AGENCY Fiscal 17560005906001 Year Ending Month: December PAYEE BUSINESS INFORMATION FOR STATISTICAL REPORTING: Please check the categories that apply to your business. _ Small Business - A corporation, sole proprietorship, or other legal entity formed for the purpose of making a profit which is independently owned and operated and has fewer than 100 employees or has less than $1,000,000 in annual gross receipts. Historically Underutilized Business (HUB) - A corporation, sole proprietorship, or joint venture formed for the purpose of making a profit in which at least 51 % of all classes of the shares of stock or other equitable securities are owned by one or more persons who have been historically underutilized (socially disadvantaged) because of their identification as members of certain groups: Black American, Hispanic American, Asian Pacific American, Native American, and Women. The HUB must be certified by General Services Commission or another entity. For Profit Organization SUMMARY OF CONTRACT DOCUMENTATION: COVER PAGE 1 - Receiving and Performing Agency Data GENERAL PROVISIONS - 11/2001 COVER PAGE 2 - Details of Attachment(s) ATTACHMENT(S) COVER PAGE 3 - Authorized Signatures EXHIBITS, IF APPLICABLE Cover Page 1 DETAILS OF ATTACHMENTS Att/ TDH Term Financial Assistance Direct Total Amount Amd No. Program ID Assistance (TDH Share) Begin End Source of Amount Funds* 01 HIV/PREV 01/01/02 12/31/02 93.940 46,350.00 0.00 46,350.00 TDH Document No.7560005906 2003 Totals $ 46,350.00 $ 0.00 $ 46,350.00 *Federal funds are indicated by a number from the Catalog of Federal Domestic Assistance (CFDA), if applicable. REFER TO BUDGET SECTION OF ANY ZERO AMOUNT ATTACHMENT FOR DETAILS. Cover Page 2 EXECUTED IN DUPLICATE ORIGINALS ON THE DATES SHOWN. CITY OF LUBBOCK HEALTH DEPARTMENT Authorized Contracting Entity (type above if different from PERFORMING AGENCY) for and in behalf of. PERFORMING AGENCY NAME: LUBBO ITY HEAL DEPARTMENT By: (Signature of p on au& ized to sign contracts) Windy Sitton, I yor (Name and Title) Date: January 10, 2002 RECOMMENDED: By: (PERFORMIN A ENCY Director, if different from person authorized to sign contract) Tunny Cardin, Health Director RECEIVING AGENCY NAME: TEXAS DEPARTMENT OF HEALTH By: (Signature of person authorized to sign contracts) Melanie A. Doyle, Director Grants Management Division (Name and Title) Date: IPV I TDH Document No: 756000590603 HIS I 1 M- N 4 ,. M. M Cover Page 3 Resolution No. 2002-R0007 DOCUMENT NO. 7560005906-2003 ATTACHMENT NO. 01 PERFORMING AGENCY: LUBBOCK CITY HEALTH DEPARTMENT RECEIVING AGENCY PROGRAM: BUREAU OF HIV AND STD PREVENTION TERM: January 01, 2002 THRU: December 31, 2002 SECTION I. SCOPE OF WORK: PERFORMING AGENCY shall conduct prevention activities to help prevent infection and reduce the transmission of human immunodeficiency virus/acquired immunodeficiency syndrome (HIV/AIDS). Project activities and materials shall be appropriate to the target populations identified in PERFORMING AGENCY'S objectives described below. Strategies to accomplish the projects shall demonstrate cost-effectiveness, innovation, coordination, and collaboration with other community efforts. PERFORMING AGENCY shall comply with all applicable federal and state laws, rules, regulations, standards, and guidelines in effect on the beginning date of this contract Attachment unless amended. The following documents are incorporated by reference and made a part of this contract Attachment. • RECEIVING AGENCY'S HIV/STD Guidelines, January 1998, and any revisions; • Chapters 81 and 85 of the Health and Safety Code; • 25 Texas Administrative Code (TAC) Chapters 97 and 98, Subchapter B; • Chapter 93 Health and Safety Code (relating to Education and Prevention Programs for Hepatitis C); and, • RECEIVING AGENCY'S Quality Care: Client Services Standards for Public Health and Community Clinics, revised June 1997. Within thirty (30) days of receipt of an amended standard(s) or guideline(s), PERFORMING AGENCY shall inform RECEIVING AGENCY Program, in writing, if it will not continue performance under this contract Attachment in compliance with the amended standard(s) or guideline(s). RECEIVING AGENCY may terminate the contract Attachment immediately or within a reasonable period of time as determined by RECEIVING AGENCY. PERFORMING AGENCY shall immediately comply with all applicable policies adopted by RECEIVING AGENCY Program. PERFORMING AGENCY shall authorize their staff to attend training, conferences, and meetings for which funds are budgeted and approved by RECEIVING AGENCY Program. ATTACHMENT — Page 1 PERFORMING AGENCY shall perform all activities in accordance with RECEIVING AGENCY Program's Request For Proposal (RFP) dated April 1, 1998, and Continuation RFP dated July 3, 2001 and PERFORMING AGENCY'S objectives, work plan, and detailed budget as approved by RECEIVING AGENCY Program, and with the relevant Regional Action Plan (RAP) for the region/area in which PERFORMING AGENCY is providing services. All of the above-named documents are incorporated herein by reference and made a part of this contract Attachment. All revisions to said documents shall be approved by RECEIVING AGENCY Program and transmitted in writing to PERFORMING AGENCY. Prevention activities under this Scope of Work include quality assurance activities, referral activities, and at least one (1) of the following programmatic activities: Prevention Counseling and Partner Elicitation (PCPE), Health Education and Risk Reduction (HERR), Prevention Case Management (PCM), Sexually Transmitted Diseases (STD) Screening and referral for Diagnosis and Treatment, Community -Level Interventions (CLI), or Targeted Public Information (TPI). QUALITY ASSURANCE ACTIVITIES: PERFORMING AGENCY shall ensure that the delivery of high-quality prevention activities is consistent and that interventions are delivered in accordance with established requirements and standards in order to maintain high performance expectations of prevention staff and promote consistent and accurate data collection processes for use in program evaluation. PERFORMING AGENCY shall comply with the following quality assurance guidelines: 1. Develop an orientation plan for new prevention staff, 2. Develop staff development plans for new and current staff; 3. Ensure that monitoring and evaluation of staff performance is conducted and documented: a. Monthly for new staff members; b. Bi -monthly for staff employed over six (6) months; and, c. Quarterly for staff employed over one (1) year. PERFORMING AGENCY shall keep written records of staff monitoring and evaluation on file. RECEIVING AGENCY Program may specify forms or models for staff monitoring and evaluation. Information related to quality assurance activities will be reviewed by RECEIVING AGENCY Program as needed during program reviews. 4. Solicit client feedback (e.g., client surveys) and provide a summary of the client feedback for each intervention at least once a year; ATTACHMENT — Page 2 5. Designate staff to be responsible for quality assurance activities, including ensuring accurate and consistent data collection and reporting; and, 6. Facilitate RECEIVING AGENCY Program review of all prevention activities provided by PERFORMING AGENCY. REFERRAL ACTIVITIES All HIV prevention programs shall provide key referral linkages. PERFORMING AGENCY shall document, track, and comply with the referral activities as described in RECEIVING AGENCY Program's RFP dated April 1, 1998 and Continuation RFP dated July 3, 2001. PREVENTION COUNSELING AND PARTNER ELICITATION (PCPE) ACTIVITIES: If PERFORMING AGENCY provides PCPE services, PERFORMING AGENCY shall provide an individual -level intervention of counseling programs for persons at risk of HIV/STD/Viral Hepatitis infection due to individual sexual behavior, drug use, or other risk behaviors including establishing and maintaining confidential and anonymous HIV testing programs with referrals to other testing and treatment services as appropriate. PERFORMING AGENCY shall direct these services to target populations in the relevant RAP and as specified in PERFORMING AGENCY'S objectives. PERFORMING AGENCY shall comply with RECEIVING AGENCY Program's RFP dated April 1, 1998, and Continuation RFP dated July 3, 2001. PERFORMING AGENCY shall perform Partner Elicitation (PE) Services as referenced in RECEIVING AGENCY Program's RFP dated April 1, 1998, and Continuation RFP dated July 3, 2001, and according to RECEIVING AGENCY Program's HIV/STD Guidelines, January 1998 and any revisions. HEALTH EDUCATION AND RISK REDUCTION (HERR) ACTIVITIES: If PERFORMING AGENCY provides HERR activities, PERFORMING AGENCY shall reach persons at increased risk of becoming HIV/STD or Viral Hepatitis -infected or, if already infected, of transmitting the infection to others. PERFORMING AGENCY shall provide a wide range of individual -level and group -level interventions and reduce the risk of transmission of HIV/STD/Viral Hepatitis. PERFORMING AGENCY shall direct these activities to target populations in the relevant RAP and as specified in PERFORMING AGENCY'S objectives. PERFORMING AGENCY shall comply with RECEIVING AGENCY Program's RFP dated April 1, 1998 and Continuation RFP dated July 3, 2001. ATTACHMENT — Page 3 PREVENTION CASE MANAGEMENT (PCM) ACTIVITIES: If PERFORMING AGENCY provides PCM services, PERFORMING AGENCY shall provide an individual -level intervention that provides intensive, ongoing, individualized prevention counseling and referrals to other appropriate social services and client -centered prevention activities that promote the adoption and maintenance of HIV/STD/Viral Hepatitis risk -reduction behaviors by clients with multiple, complex problems and risk -reduction needs. PERFORMING AGENCY shall direct these services to target populations in the relevant RAP and as specified in PERFORMING AGENCY'S objectives. PERFORMING AGENCY shall comply with RECEIVING AGENCY Program's RFP dated April 1, 1998 and Continuation RFP dated July 3, 2001. STD SCREENING AND REFERRALS FOR DIAGNOSIS AND TREATMENT ACTIVITIES: If PERFORMING AGENCY provides STD screening and referrals for diagnosis and treatment activities, PERFORMING AGENCY shall provide screening, diagnosis and treatment of other STDs. Appropriate activities include strengthening existing collaboration with STD clinical providers, easing transportation burdens for clients to STD clinical services, enhancing STD screening capacity and supplies, and engaging clients in a dialogue about STDs and the importance of treatment and referral of partners for diagnosis and treatment. PERFORMING AGENCY shall direct these activities to target populations in the relevant RAP and as specified in PERFORMING AGENCY'S objectives. PERFORMING AGENCY shall provide these activities only as indicated in the appropriate RAP. PERFORMING AGENCY shall comply with RECEIVING AGENCY Program's RFP dated April 1, 1998 and Continuation RFP dated July 3, 2001. COMMUNITY -LEVEL INTERVENTIONS (CLI) ACTIVITIES: If PERFORMING AGENCY provides CLI activities, PERFORMING AGENCY shall reduce behaviors which create risk for transmission of HIV/STD/Viral Hepatitis by changing attitudes, norms, and practices through health communications, social prevention marketing, community mobilization and organization, and community -wide events. PERFORMING AGENCY shall improve health status, promote healthy behaviors, and change factors that affect the health of community residents. PERFORMING AGENCY shall direct these activities to target populations in the relevant RAP and as specified in PERFORMING AGENCY'S objectives. PERFORMING AGENCY shall provide only CLI as indicated in the appropriate RAP. PERFORMING AGENCY shall comply with RECEIVING AGENCY Program's RFP dated April 1, 1998 and Continuation RFP dated July 3, 2001. ATTACHMENT - Page 4 TARGETED PUBLIC INFORMATION (TPI) ACTIVITIES: If PERFORMING AGENCY provides TPI activities, PERFORMING AGENCY shall provide activities that include electronic, print and broadcast media communications or other forums designed to reach targeted populations. PERFORMING AGENCY shall build support for safe behaviors; 2) address barriers to effective prevention programs; 3) support local efforts for personal risk reduction; and, 4) assist in informing persons at risk of HIV/STD/Viral Hepatitis infection on how to obtain specific prevention and treatment services. PERFORMING AGENCY shall direct these activities to target populations in the relevant RAP and as specified in PERFORMING AGENCY'S objectives. PERFORMING AGENCY shall provide only TPI activities as indicated in the appropriate RAP and in accordance with RECEIVING AGENCY Program's RFP and Continuation RFP. PERFORMANCE MEASURES The following performance measures will be used to assess, in part, PERFORMING AGENCY'S effectiveness in providing the services 'described in this contract Attachment, without waiving the enforceability of any of the other terms of the contract. PREVENTION COUNSELING AND PARTNER ELICITATION (PCPE) ACTIVITIES: PERFORMING AGENCY shall provide an estimated 673 prevention contacts which involve one-on-one interaction• between a counselor and client in accordance with RECEIVING AGENCY Program's HIV/STD Guidelines, January 1998, and any revisions. These activities shall occur in one (1) or more sessions with each client. Clients shall be targeted based on the relevant RAP for the region/area in which PERFORMING AGENCY is providing services. Services shall be provided to clients who live or receive services in the county(ies)/area defined as: Lubbock. HEALTH EDUCATION AND RISK REDUCTION (HERR) ACTIVITIES: PERFORMING AGENCY shall make an estimated 527 prevention contacts with clients in the target population(s) to provide priority HERR interventions that are consistent with those priorities specified in the RFP and the RAP for the county(ies)/area defined as: Lubbock. PREVENTION CASE MANAGEMENT (PCM) ACTIVITIES: ATTACHMENT — Page 5 PERFORMING AGENCY shall make an estimated 0 prevention contacts with clients in the target population(s) to provide priority PCM interventions that are consistent with those priorities specified in the RFP and the RAP for the county(ies)/area defined as: Lubbock. STD SCREENING AND REFERRALS FOR DIAGNOSIS AND TREATMENT ACTIVITIES: PERFORMING AGENCY shall make an estimated 0 prevention contacts with clients in the target population(s) to provide STD -related interventions that are consistent with those priorities specified in the RFP and the RAP for the county(ies)/area defined as: Lubbock. COMMUNITY -LEVEL INTERVENTIONS (CLI) ACTIVITIES: PERFORMING AGENCY shall make an estimated 0 prevention contacts with clients in the target population(s) to provide priority CLI's that are consistent with those priorities specified in the RFP and the RAP for the county(ies)/area defined as: Lubbock. TARGETED PUBLIC INFORMATION (TPI) ACTIVITIES: PERFORMING AGENCY shall make an estimated 0 prevention contacts with clients in the target population(s) to provide priority TPI interventions that are consistent with those priorities specified in the RFP and the RAP for the county(ies)/area defined as: Lubbock. REPORTING REQUIREMENTS QUARTERLY REPORTS: PERFORMING AGENCY shall provide quarterly activity reports of the number of contacts with clients in the target population(s) in which priority intervention services are provided in accordance with PERFORMING AGENCY'S work plan. Such reports shall be submitted in the standard format provided by RECEIVING AGENCY Program. ACTIVITY TYPE OF REPORT DUE DATE TO RECEIVING AGENCY PROGRAM PCPE Prevention Quarterly Report Within twenty (20) calendar days after the end of each quarter. HERR Prevention Quarterly Report Within twenty (20) calendar days after the end of each quarter. PCM Quarterly Activity Report Within twenty (20) calendar days after the end of each quarter. ATTACHMENT - Page 6 . i . STD Quarterly Activity Report Within twenty (20) calendar days after PCPE HIV Counseling and Testing Report the end of each quarter. CLI Quarterly Activity Report Within twenty (20) calendar days of receiving a PCPE session. the end of each quarter. TPI Quarterly Activity Report Within twenty (20) calendar days of the end of each quarter. OTHER REPORTS: ACTIVITY TYPE OF REPORT DUE DATE TO RECEIVING AGENCY PROGRAM PCPE HIV Counseling and Testing Report No later than thirty (30) calendar TITLE Form (scannable form) on each client days after initial PCPE session has receiving a PCPE session. been conducted in order to aid RECEIVING AGENCY Program in tracking the number of PCPE sessions provided statewide. HERR Collect and report data on a system No later than the 10th calendar day specified and provided by RECEIVING after the end of each month. AGENCY Program. Report shall specify the number of contacts with clients in the target population(s) in which priority HERR intervention services are provided in accordance with PERFORMING AGENCY's work plan. PERFORMING AGENCY shall submit all reports within the required time frames. The reports shall be completed to the satisfaction of the RECEIVING AGENCY Program for reimbursement vouchers to be processed. If the reports do not meet these conditions, RECEIVING AGENCY Program may impose sanctions as described in the General Provisions, Sanctions Article. TRAINING REQUIREMENTS ACTIVITY COURSE PARTICIPANTS PREREQUISITE REQUIREMENTS TITLE ATTACHMENT — Page 7 PCPE Prevention PCPE staff Successful Successful Counseling completion of self- completion of and Partner study PCPE pre- RECEIVING Elicitation course and a score AGENCY training of 80% or greater recognized course (PCPE) on the within six (6) Course Comprehensive months of PCPE Pre-Course employment. Test PCPE PCPE PCPE Supervisor Complete PCPE Supervisors shall Supervisor's training attend this course Course within one (1) year of becoming a supervisor. PCM PCPE All PCM case N/A Successful managers completion PCM Basic All PCM case N/A Successful Philosophy managers completion and Techniques of Case Management ALL The Never- All N/A Successful Ending PERFORMING completion within Journey AGENCY one (1) year of Program staff employment. supported by this contract Attachment ALL STD Facts PERFORMING N/A Encouraged to attend and Fallacies AGENCY and complete. Program staff SECTION II. SPECIAL PROVISIONS: General Provisions, Assurances Article, is revised to include the following: PERFORMING AGENCY shall comply with all federal and state non-discrimination statutes, regulations, and guidelines. PERFORMING AGENCY shall provide services without discrimination on the basis of race, color, national origin, age, disability, ethnicity, gender, religion, or sexual orientation. General Provisions, Records Retention Article, is revised to include the following: ATTACHMENT — Page 8 All records pertaining to this contract Attachment shall be retained by PERFORMING AGENCY and made available to RECEIVING AGENCY, the Comptroller General of the United States, the Texas State Auditor, or any of their authorized representatives, and in accordance with RECEIVING AGENCY'S General Provisions. General Provisions, Patient or Client Records Article, is revised to include the following: Neither PERFORMING AGENCY, nor any subrecipient, shall transfer a client or patient record through any means, including electronically, to another entity or person, or subrecipient without written consent from the client or patient, or someone authorized to act on his or her behalf, however, RECEIVING AGENCY may require PERFORMING AGENCY or any subrecipient to transfer a client or patient record to RECEIVING AGENCY if the transfer is necessary to protect either the confidentiality of the record or the health or welfare of the client or patient. RECEIVING AGENCY will have access to a client or patient record in the possession of PERFORMING AGENCY, or any subrecipient, under authority of the Health and Safety Code, Chapters 81 and 85, and the Medical Practice Act, Texas Occupations Code, Chapter 159. In such cases, RECEIVING AGENCY (TDH) shall keep confidential any information obtained from the client or patient record, as required by the Health and Safety Code, Chapter 81, and Texas Occupations Code, Chapter 159. Due to the sensitive and highly personal nature of HIV/AIDS-related information, strict adherence to the General Provisions, Confidentiality Article is required. In addition to these conditions, PERFORMING AGENCY- shall comply with RECEIVING AGENCY Program's HIV/STD Guidelines, January 1998 and any revisions. All of the above -referenced documents are incorporated herein and made a part of this contract Attachment. PERFORMING AGENCY shall maintain current formal written agreements with RECEIVING AGENCY funded PCPE contractors within each jurisdiction to ensure effective coordinated partner services. PERFORMING AGENCY shall comply with the Health and Safety Code, §85.085, Physician Supervision of Medical Care, to ensure a licensed physician supervises any medical care or procedure provided under a testing program. ATTACHMENT — Page 9 SECTION III. BUDGET: PERSONNEL $27,102.00 FRINGE BENEFITS 10,574.00 TRAVEL 1,740.00 EQUIPMENT 0.00 SUPPLIES 4,229.00 CONTRACTUAL 0.00 OTHER 1,165.00 TOTAL DIRECT CHARGES $44,810.00 INDIRECT CHARGES $1,540.00 TOTAL $46,350.00 Total reimbursements will not exceed $46,350.00. Financial status reports are due the 30th of April, 30th of July, 30th of October, and the 30th of March. The negotiated indirect cost amount shown above is less than the maximum allowed by UGMS. Indirect charges to this contract may not exceed the amount shown above, except by prior written approval of RECEIVING AGENCY. ATTACHMENT —Page 10