07-B DSHS Doc No. 7560022067 2007 Change Notice No. 1
DRAFT
FA TTORNEY\RESWORK\CURRENT\ Health Contract DSHS 7560022027 2007 Change Notice NO.1
September 6, 2006
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS,
PARIS, TEXAS, APPROVING AND AUTHORIZING THE EXECUTION OF
CONTRACT CHANGE ORDER NOTICE NO. 01 FOR PUBLIC HEALTH
SERVICES, DSHS DOCUMENT NO. 7560022027-2007 (A TT ACHMENT NO.
02) IMMUNIZATION BRANCH - LOCALS; MAKING OTHER FINDINGS
AND PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the State of Texas is a funding partner with the County of Lamar and the
City of Paris for the Paris-Lamar County Health Department; and,
WHEREAS, the Contract for Public Health Services, Contract Change Notice No. 01,
DSHS Document No. 7560022027-2007(Attachment No. 02) ,Immunization Branch - Locals
is the conduit through which the state funds are received; and,
WHEREAS, it is appropriate that the form of said Contract Change Notice No. 01,
attached hereto as Exhibit A, be approved, and that the City Manager be authorized to execute
the same on behalf of the City of Paris, which is the authorized contracting entity for the
performing agency, the Paris-Lamar County Health Department; NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS,
TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all
things approved.
Section 2. That the form of the Contract for Public Health Services, Contract Change
Notice No. 01 DSHS Document No. 7560022027-2007 (Attachment No. 02) Immunization
Branch - Locals, attached hereto as Exhibit A, be, and the same is hereby, approved.
Section 3. That the City Manager be, and he is hereby, authorized and directed to
execute, on behalf of the City of Paris, which is the authorized contracting entity for the
performing agency, the Paris-Lamar County Health Department, the Contract for Public Health
Services, Contract Change Notice No. 01, under the terms and conditions and in the form shown
in Exhibit A, attached hereto.
Section 4. That this resolution shall be effective from and after its date of passage.
DEPARTMENT OF STATE HEALTH SERVICES
1100 WEST 49TH STREET
AUSTIN, TEXAS 78756-3199
ST ATE OF TEXAS
COUNTY OF TRAVIS
DSHS Document No. 7560022067 2007
Contract Change Notice No. 01
The Department of State Health Services, hereinafter referred to as DSHS, did heretofore enter into a contract in writing with P ARIS-
LAMAR COUNTY HEALTH DEPARTMENT hereinafter referred to as Contractor. The parties thereto now desire to amend such
contract attachment(s) as follows:
SUMMARY OF TRANSACTION:
ATT NO. 02 : IMMUNIZATION BRANCH - LOCALS
All terms and conditions not hereby amended remain in full force and effect.
EXECUTED IN DUPLICATE ORIGINALS ON THE DATES SHOWN.
CITY OF PARIS
Authorized Contracting Entity (type above if different
from Contractor) for and in behalf of:
CONTRACTOR: DSHS:
PARIS-LAMAR COUNTY HEALTH DEPARTMENT DEPARTMENT OF STATE HEALTH SERVICES
By: By:
(Signature of person authorized to sign) (Signature of person authorized to sign)
Bob Burnette, Director
Tony N. Williams, City Manager Client Services Contracting Unit
(Name and Title) (Name and Title)
Date: September 11, 2006 Date:
:COli7J~/
(DSHS Director, if different
from person authorized to sign contract
vw CSCU - Rev. 8/06
EXHIBIT A
Cover Page 1
DET AILS OF A TT ACHMENTS
Au/ DSHS Program ID/ Term Financial Assistance Direct Total Amount
Amd DSHS Purchase Assistance (DSHS Share)
No. Order Number Begin End Source of Amount
Funds*
01 RLSS/LPHS 09/01/06 08/31/07 State 93.991 109,998.00 0.00 109,998.00
0000320622
02 IMM/LOCALS 09/01/06 08/31/07 State 93.268 50,023.00 0.00 50,023.00
0000320765
DSHS Contract No.7560022067 2007 Totals $160,021.00 $ 0.00 $160,021.00
Change No. 01 , I I I
*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
DOCUMENT NO. 7560022067-2007
PROGRAM ATTACHMENT NO. 02
PURCHASE ORDER NO. 0000320765
CONTRACTOR: PARIS-LAMAR COUNTY HEALTH DEPARTMENT
DSHS PROGRAM: IMMUNIZATION BRANCH
TERM: September 01, 2006 THR U: August 31, 2007
SECTION 1. STATEMENT OF WORK:
Contractor shall provide essential public health services as specified in Contractor's
approved 2004 Interlocal Application for Immunization Services, ILA 104 0003.1, dated
June 16, 2003, incorporated herein by reference and made part of this Program
Attachment. Any revisions to these documents shall be approved by the DSHS Program
and transmitted in writing to Contractor.
DSHS may renew this Program Attachment for 1 (one) additional year term at DSHS's
sole discretion.
Contractor shall implement an immunization program for children, adolescents, and
adults, with special emphasis on accelerating interventions to improve the immunization
coverage of children two years of age or younger (less than 36 months of age).
Contractor shall incorporate traditional and non-traditional systematic approaches
designed to eliminate barriers, expand immunization delivery, and establish uniform
policies.
Contractor shall be enrolled as a provider in the Texas Vaccines for Children Program
(TVFC) and adhere to the TVFC Operations Manual and policy guidelines provided by
DSHS.
Contractor shall report all reportable conditions as specified in 25 Texas Administrative
Code (TAC) Part I SS97.1 - 97.6 and SS97.101 - 97.102.
Contractor shall report all vaccine adverse event occurrences in accordance with the
National Childhood Vaccine Injury Act of 1986.
Contractor shall inform and educate the public about vaccines and vaccine-preventable
diseases.
Contractor shall develop policies and plans that support individual and community-based
immunization strategies and evaluate the effectiveness, accessibility, and quality of
personal and population-based immunization services and program activities.
ATTACHMENT - Page 1
Contractor shall ensure a health care workforce that is knowledgeable about vaccines,
vaccine safety, vaccine-preventable diseases, and delivery of immunization services.
Contractor shall comply with written policies and procedures provided by DSHS in
managing vaccines supplied through the TVFC program, including guidelines for proper
storage and handling of vaccines and for safeguarding vaccine in the event of natural
disaster.
Contractor shall implement DSHS's new vaccine management system, the Pharmacy
Inventory Control System (PICS), as the system becomes available throughout the state
in FY 2007. Implementation will include using PICS in Contractor clinics, promoting the
use of the system in non-health department TVFC provider offices, and performing
updates to the system on behalf of TVFC provider offices that submit monthly doses
administered and vaccine accounting reports in hardcopy.
Contractor shall maintain an accurate, up-to-date list of clinics and sites where public
sector (free or low cost) immunization services are offered in the jurisdiction served by
the Contractor.
Contractor shall not charge a fee for vaccines supplied through the TVFC program. All
TVFC-supplied vaccines shall be used solely for purposes of this Program Attachment
and shall not be sold to agencies or individuals.
In accordance with 25 T AC S 1.91, Contractor shall not collect vaccine administration
fees from Medicaid and Children's Health Insurance Program (CHIP) recipients. Vaccine
administration fees collected from non-Medicaid patients shall not exceed those
established in Section Two, Part Four of the TVFC Operations Manual. Fee schedules
shall not be based on vaccine type, formulation, or dose in series.
Contractor shall not deny vaccinations to recipients because they do not reside within
Contractor's jurisdiction or because of an inability to pay an administration fee.
All equipment and vaccine used by Contractor which are provided by DSHS shall be
accounted for as public property. The DSHS Program will investigate equipment or
vaccine loss, destruction, spoilage, or other waste and may require Contractor to replace
or reimburse the DSHS Program. This provision does not waive any other remedies
legally available to DSHS regarding contract breaches.
Contractor shall provide to the DSHS Program periodic electronic data transfers of all
vaccines administered in a format that is compatible for inclusion in the statewide
immunization registry, ImmTrac, and in accordance with the schedule provided by
DSHS.
Contractor shall comply with all applicable federal and state laws, rules, regulations,
standards, and guidelines in effect on the beginning date of this Program Attachment
A IT ACHMENT - Page 2
unless amended. The following documents are incorporated by reference and made a part
of this Program Attachment.
· Contractor's approved 2004 Interlocal Application for Immunization Services;
· Human Resources Code S42.043, VTCA;
· Education Code SS38.001-38.002, VTCA;
· Health and Safety Code S12.032, SS81.023 and 161.001-161.009, VTCA;
· 25 TAC Chapter 97;
· 25 T AC, Chapter 96;
· 25 T AC, Chapter 100;
· 42 USC SS247b and 300 aa-25;
· Omnibus Budget Reconciliation Act of 1993, 26 USC S4980B;
· DSHS's Standards for Public Health Clinic Services, revised August 31, 2004;
· DSHS's Vaccine-Preventable Disease Surveillance guidelines,
http://www.dshs.state.tx.us/immunize/vpd_main .sh tm;
· DSHS' s TVFC Operations Manual,
http://www.dshs.state.tx.us/i mmunize/tvfc/tvfc _manual. shtm;
· Centers for Disease Control and Prevention's Advisory Committee on
Immunization Practices (ACIP) guidelines, including the statement:
"Immunization of Health-Care Workers",
http://www.cdc.gov/nip/ACIP/default.htm; and,
· Standards for Child and Adolescent Immunization Practices, February 8, 2002,
recommended by the National Vaccine Advisory Committee, approved by the
United States Public Health Service, and endorsed by the American Academy of
Pedi atrics, http://www .cdc. gov /ni p/publi cati ons/pi nk/ appendi ces/H/ standards-
pediatric.pdf.
This Contract is contingent upon the continued availability of funding. If funds become
unavailable through lack of appropriations, budget cuts, transfers of funds between
programs or health and human services agencies, amendment to the Appropriations Act,
health and human services agencies consolidation, or any other disruptions of current
appropriated funding for this Contract, DSHS may restrict, reduce, or terminate funding
under this Contract.
PERFORMANCE MEASURES
All activities shall be performed in accordance with Contractor's Annual Plan and
detailed budget, as approved by DSHS, based on the 2004 Interlocal Application for
Immunization Services, ILA I04 0003.1, dated June 16, 2003. The following
performance measure(s) will be used, in part, to assess Contractor's effectiveness in
providing the services described in this Program Attachment, without waiving the
enforceability of any of the terms of the Contract:
Contractor shall submit to the DSHS Program the monthly reports of doses
administered and the monthly biological order form in a format provided by DSHS
ATTACHMENT - Page 3
and in accordance with the schedule provided to Contractor by DSHS. Reports
should be submitted to:
Department of State Health Services
Immunization Branch (Mail Code 1946)
1100 W. 49th Street
Austin, TX 78756
Contractor shall implement an immunization reminder and recall system to notify
parents or guardians of children less than 36 months of age when immunizations are
due or past due. The notifications may be automated or manual and may consist of
mail or telephone contacts.
Contractor shall utilize the AFIX (Assessment, Feedback, Incentives, and eXchange)
methodology to conduct quality assurance site-visits for all sub-contracted entities
and non-local health department Women, Infant and Children (WIC) clinics.
Assessment shall be done using the DSHS Immunization Quality Assurance Site
Visit tool and the Clinic Assessment Software Application (CAS A), as specified by
the DSHS Program. Contractor shall submit assessment results to the appropriate
DSHS Regional Immunization Program manager within two (2) weeks after
completion.
Contractor shall recruit and enroll providers into the Texas Vaccines for Children
(TVFC) program and recruit and register providers to use the statewide registry,
ImmTrac, to look up child records at every visit and to report immunizations
administered as required by law.
Contractor shall perform all the activities associated with the following Objectives stated
in the 2007 renewal application:
1. Develop a comprehensi ve plan to assure that immunization services and
ACIP-recommended vaccines are available to medically underserved and/or
under-immunized children and adults living in areas where coverage is low
(pockets of need);
2. Work with local WIC programs for assessment of children's immunization
status and referral of under-vaccinated WIC enrollees for vaccination at their
medical home.
3. Build and participate in a variety of partnerships with community-based
organizations and human service agencies (internal and external to your Local
Health Department [LHD]) to promote best practices, specific activities, and
special projects to increase vaccination coverage levels for children 0 through
35 months;
4. Ensure that expired, wasted, and unaccounted for vaccines do not exceed 5%
for DTaP, Hib, hepatitis B, IPV, MMR, PCV7, varicella, hepatitis A, and
combination vaccines in LHD clinics;
5. Effectively utilize ImmTrac in LHD clinics;
ATTACHMENT - Page 4
6. Increase the number of registered provider sites actively reporting
immunizations to ImmTrac;
7. Promote the effective use of ImmTrac by private providers;
8. Increase the number of children less than six years of age who participate in
ImmTrac;
9. Ensure that ImmTrac data are complete, current, and accurate;
10. Increase TVFC provider enrollment;
11. Provide educational opportunities to public and private providers on vaccine
recommendations, the Standards for Child and Adolescent Immunization
Practices and the Standards for Adult Immunization Practices, reporting of
vaccine-preventable diseases, recordkeeping, the use of Vaccine Information
Statements (VIS), the TVFC program, and the ImmTrac registry;
12. Complete 100% of quality assurance follow-up visits assigned by DSHS
Austin or Health Service Region Staff;
13. Provide immunization services and ACIP-recommended vaccines to ensure
that children are fully vaccinated;
14. Promote adult immunization among adults in the general population and
among health care workers;
15. Conduct educational, promotional, and outreach activities for the general
public to enhance immunization awareness;
16. Investigate and document 90% of reportable suspected vaccine-preventable
disease cases within 30 days of notification in accordance with DSHS's
Vaccine-Preventable Disease (VPD) Surveillance Guidelines;
17. Implement a comprehensive Perinatal Hepatitis B program that accomplishes
the following:
a. Increase by 5% the number of hepatitis B surface antigen-positive
(HBsAg+) pregnant women identified;
b. Increase by 5% the number of infants born to HBsAg+ pregnant
women that are identified;
c. Increase by 5% the number of these infants that receive one dose of
hepatitis B vaccine and HBIG within 12 hours of birth and no later
than seven days after birth;
d. Increase by 5% the number of these infants that complete the hepatitis
B vaccine series and receive post-vaccination serologic testing; and,
e. Increase by 5% the number of susceptible household and sexual
contacts of HBsAg+ pregnant women that complete the hepatitis B
. .
vaCCIne senes.
18. Assure that rubella susceptible women identified in public health clinics are
offered MMR;
19. Complete 100% of child-care facility and Head Start assessments assigned by
DSHS; and,
20. Complete 100% of public and private school assessments and retrospective
and validation surveys assigned by DSHS.
A IT ACHMENT - Page 5
Activities may be subsequently amended as directed by the Centers for Disease Control
and Prevention (CD C) and DSHS. The DSHS Program must approve, in writing, any
revisions to the Contractor's Annual Plan.
SECTION II. SPECIAL PROVISIONS:
Contractor shall comply with Texas Health and Safety Code, Chapters 81 and 161.
Funds shall not be used for purchase of vaccines, inpatient care, construction of facilities,
or debt retirement in accordance with the DSHS 2004 Interlocal Application for
Immunization Services, dated June 16,2003.
Travel expenses shall be reimbursed according to Contractor's written travel policy
submitted with the 2007 renewal application. If no written travel policy was submitted,
travel expenses shall be reimbursed according to current state travel regulations. In no
case shall reimbursement exceed the reimbursement for hotel, per diem and mileage
allowed under the current Appropriations Act.
Monthly billings must be submitted on a State of Texas Voucher Request form no later
than the close of the following month. Vouchers may be emailed to
invoices@dshs.state.tx.us, faxed to (512) 458-7442, or mailed to:
Texas Department of State Health Services
Fiscal/Claims Processing UniUGrants (G-206)
ATTN: Randall Childers
1100 W. 49th Street
Austin, TX 78756
Contractor is required to complete and submit the following tri-annual reports utilizing a
format provided by the DSHS Program:
Re ort Due Date
1/30/07
5/30/07
10/15/07
Tri-annual reports should be submitted electronically to the appropriate DSHS Regional
Immunization Program Manager identified on the reporting form.
For immunization activities performed under this Program Attachment, General
Provisions, General Business Operations of Contractor Article, Overtime
Compensation Section, is replaced with the following paragraphs:
Contractor is authorized to pay employees who are not exempt under the Fair
Labor Standards Act (FLSA), 29 USC, Chapter 8, S201 et seq., for overtime or
compensatory time at the rate of time and one-half per FLSA.
ATTACHMENT - Page 6
Contractor is authorized to pay employees who are exempt under FLSA on a
straight time basis for work performed on a holiday or for regular compensatory
time hours when the taking of regular compensatory time off would be disruptive
to normal business operations.
Authorization for payment under this provision is limited to work directly related
to immunization activities and shall be in accordance with the amount budgeted in
this contract Attachment. Contractor shall document proper authorization or
approval for any work performed by exempt or non-exempt employees in excess
of forty (40) hours per work week.
A IT ACHMENT - Page 7
SECTION III. BUDGET:
PERSONNEL
FRINGE BENEFITS
TRA VEL
EQUIPMENT
SUPPLIES
CONTRACTUAL
OTHER
$44,050.00
5,973.00
0.00
0.00
0.00
0.00
0.00
TOTAL DIRECT CHARGES
INDIRECT CHARGES
TOTAL
$50,023.00
$0.00
$50,023.00
Total reimbursements will not exceed $50,023.00.
Financial status reports are due the 30th of December, 30th of March, 30th of June, and the 30th
of October.
A IT ACHMENT - Page 8