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HomeMy WebLinkAboutMINUTES - 01101995 - 1.52 Cl TO: BOARD OF SUPERVISORS ; t FROM: Mark Finucane, Health Services Director CoCo nta ra Jr County DATE: December 15, 1994 Coul ty Approve Research Agreement (Amendment) #28-548- th SUBJECT: the Regents of the University of California for the AIDS Case Surveillance Project SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: Approve and authorize the Health Services Director, or his designee (Wendel Brunner, M.D. ) , to execute on behalf of the County, Research Agreement (Amendment) #28-548-2 (Grantor Number 931522-CCCHSD, A-02) with the Regents of the University of California, on behalf of their Davis Campus, to increase the payment limit by $39, 549 and to extend the Agreement through March 31, 1995. II. FINANCIAL IMPACT: This amendment to will result in an additional $39,549 in funding from the State (Federal Centers for Disease Control and Prevention funds)., from $23, 333 to a new total of $62 , 882 . These funds are being disbursed through the Regents of the University of California, for the AIDS Case Surveillance Project. No County funds are required. III. REASONS FOR RECOMMENDATIONS/BACKGROUND: The State Department of Health Services, Office of AIDS (OA) , conducts and supports active AIDS case surveillance in local health departments. As part of the State's project entitled Enhancement of AIDS Case Surveillance in California, OA authorized the University of California, Davis, to execute a Research Agreement with Contra Costa County to support the Department's AIDS case surveillance activities. On March 1, 1994, the Board of Supervisors approved, and authorized the Health Services Director or his designee (Wendel Brunner, M.D. ) to execute on behalf of the County, Research Agreement #28-548 (as amended by Research Agreement #28-548-1) with the Regents of the University of California, on behalf of their Davis campus, for the County's AIDS Case Surveillance Project. Approval of Rearch Agreement (Amendment) #28-548-2 , will extend the Project through March 31, 1995 and increase the funding by $39,549. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON JAIN APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: Wendel Brunner , M. D . ( 313-6712 ) J�� 1 CC: Health Services (Contracts ) ATTESTED _ 0 1995 Regents U.C. , Davis Phil Batchelor, Clerk of the Board of . ' SY¢8[Ill�[S 81td f+�nty Adln�inistta>4t . - n M382/7-83 BY 9d ( A A-A-U 44 DEPUTY 28 - 548 - 2 AMENDMENT NUMBER A-02 TO RESEARCH AGREEMENT NUMBER 931522-CCCHSD BETWEEN THE REGENTS OF THE UNIVERSITY OF CALIFORNIA A CONTRA COSTA COUN 4HEALTH SERVICES DEPARTMENT Research Agreement No. 931 CHSD entered into 7 March 1994 and subsequently modified, constituting a subcontract u ' the State of California Standard Agreement No. 92-16335 (PRIME AGREEMENT)from the Department of Health Services (PRIME SPONSOR), is hereby amended as set forth below. The purpose of this amendment is to extend the expiration date and to provide additional funding for continued research activities hereunder. SUBCONTRACTOR'S research responsibilities hereunder, as identified in Exhibit B - Statement of Work, are revised and, incorporated herein. The specific modifications to the Research Agreement follow: ARTICLE 3- PERIOD OF PERFORMANCE is hereby revised to read: The performance period of this Research Agreement is 1 July 199 rough 31 March 1995. ARTICLE 4-TECHNICAL REPORTS. Subparagraph A is hereby revised to read: of, PROGRESS REPORTS. On a se annual basis, SUBCONTRACTOR shall provide a written report to UNIVERSITY ,-'Said reports shall include, but are not limited to: progress accomplished on c tract objectives; progress on activity schedules; major problems encountered and proposed solutions to those problems; and issues requiring Principal Investigator consultation. The Progress Report shall be submitted with the Progress Report Form which is incorporated herein and by reference as EXHIBIT D. ARTICLE 5-ALLOWABLE COST, COMPENSATION, INVOICES. Subparagraph a is hereby revised to read: For the performance of work specified herein, GRANTEE shall pay those expenses incurred by SUBCONTRACTOR in accordance with the attached Subcontract Budget, revised and incorporated herein as Exhibits C,for the budget period 1 July 1993 through 31 March 1995. The maximum allowable costs for the period specified in Article 3 above is Sixty-Two Thousand Eight Hundred Eighty-Two U.S. Dollars ($62,882 U.S.). ARTICLE 15 - ENTIRE AGREEMENT. The following is hereby added to the list of attachments to the agreement: EXHIBIT E - Amendment A-2 to Standard Agreement No. 92-16335 The Parties agree that all other terms and conditions of the original Research Agreement Number 931522-CCCHSD as amended by A-01 shall remain in full force and effect. THE REGENTS OF THE UNIVERSITY OF CALIFORNIA By por y Greene Crocker Director of Sponsored Programs Date SEP 2 3 1994 CONTRA COSTA COUNTY HEALTH SERVICES DEPARTMENT By Date 0 -4 CD� Q. C) 0 C4 0 rn C%l SO ik0- 0- Ul) m w cl Ir to So (J) ch toN Ul N tL- I o -1 -a cd d 01 0 Contractor: Contra Costa County Health Services Department SCOPE OF WORK CONTRACTOR: Contra Costa County Health Services Department PROJECT PERIOD: 1 July 1994.through 31 March 1995 PROJECT TITLE: Support of AIDS Case Surveillance in Contra Costa County The California Department of Health Services, Office of AIDS (OA), conducts and supports active AIDS case surveillance in local health departments. As part of the project entitled Enhancement of AIDS Case Surveillance in California, OA authorizes it's contractor, the University of California, Davis, to execute a subcontract with the contractor to conduct AIDS case surveillance activities. This scope of work outlines those activities to be conducted by the Sr. Disease Intervention Technician, in Contra Costa County, under the supervision of the Surveillance Coordinator. Task/Activity • Responsible for: developing and updating protocols and arranging procedures with hospitals, out-patient clinics,private physicians,and laboratories in Contra Costa County for an active AIDS surveillance program;establishing open communication with key personnel within these facilities; identifying viable reporting sources of diagnostic procedures and/or confirmed cases; and establishing a system to collect and maintain data for each of these sources. • Utilizing established procedures, responsible for collecting the data, confirming cases and completing the information with help from the attending physician, infection control nurse, or other designated hospital staff, if necessary. • Arrange epidemiological follow-up of cases warranting confirmation or additional data from sources in or out of the county. • Assist the surveillance coordinator in the development of regular reports for each provider and facility. Reports will include an evaluation of the effectiveness of the active hospital-based surveillance system, and will address issues such as delayed reporting and under-reporting. • Meet with the surveillance coordinator weekly and prepare a written report of activities weekly. • Conduct all surveillance activities in a manner consistent with the existing laws and standards of confidentiality. ;TATE OF CALIFORNIA STANDARD AGREEMENT- APPROVED BY THE CONTRACTNUMBER AM.NO. ATTORNEY GENERAL STS.2(REVS-91) � ;.�w.�,w . �� EXHIBIT E r 9?_-16335 A-2 _ 'ti.; 4 Z SYS -!4 St._ ,� L" _ r k�►' TAXPAYERS FIC FERAL fiEMPLOYER IDENTIATION NU�18ER 1"1-lIS AGREEMENT,made and entered into this 1St day of Ar x-1l 19_9 , in the State of California,by and between State of California,through its duly elected or appointed,qualified and acting rITLE OF OFFICER ACTING FOR STATE AGENCY Chief, Pr� appert Branch P19dMt of 113alth S2LVIORS Offim (-f AIM hereafter called the State,and ;ONTRACTOR'S NAME UD FogmtS Cf th0 Lr&yE —S ty cf QAjfamia, DELVis ,hereafter called the Contractor. 'WITNESSETH: That the Contractor for and in consideration of the covenants,conditions,agreements,and stipulations of the State hereinafter expressed, Joes hereby agree to furnish to the State services and materials as follows: (Set forth service to be rendered by Contractor,amount to be paid Contractor, ime for performance or completion,and attach plans and specifications,if any.) In that certain agreement made and entered into on April 1, 1993 and amended on September 1, 1993 between the Department of Health Services and Regents of the University of California, Davis. 1. Paragraph 1 is amended to read: "l. Scope of Work The attached Exhibit"B-2,"entitled"Scope of Work"consisting of nine pages dated April 1, 1993 to March 31, 1995 is incorporated and made a part hereof by this reference. Upon the effective date of this amendment, all references to Exhibit "13-1" found elsewhere in the body of this agreement and any exhibits thereto, shall hereinafter be deemed to read Exhibit "B-2." RFVtE�ti'Ep & pROCESSEC Ire OF �ESh� QTY, G-+Y� 'OCJOES 101 S ' t :ONTINUED ON 1 SHEETS,EACH BEARING NAME OF CONTRACTOR AND CONTRACT NUMBER. , --�-1— The provisions on the reverse side hereof constitute a part of this agreement. - �- N WITNESS WHEREOF,this agreement has been executed by the parties hereto,upon the date first above written. STATE OF CALIFORNIA CONTRALTO kGENCY CONTRACTOR It/other than an individual,state whether a corporatiori,partnership,etc.) DqmLtITEnt Of l2a1th SaMces UM Py.,a+ts/lav_.s � (AUTHORIZEDttGN BY( 7HORIZEDSIGtiA L$E) /f � �6 1994 i (� 'RINTED NAME OF PER N SIGN NG PRINTED NAME ANDS,I'_E QF PERSON SIGNING EJ Sta� Crem 'ITLE ADDRESS u11i)erSlty � c3i-fauna 1a77_.S Q1ief, PiUC Branch c 2 WOUNT ENCUMBERED BY THIS PROGRAWCATEGORY(CODE AND TITLE) FUND TITLE Department of General Services )OCUMENT Clearing Acoapt Use Only $ 779,894 (OPTIONAL USE) IRIOR AMOUNT-HIS CONTRACTENCUMBEREO FOR 1EVAlm qtdmjojQW This contra t exempt Imm $ 697,528 ITEM CHAPTER STATUTE =1SCAL YEAR 'OTAL AMOUNT ENCUMBERED TO 4260-Ml-W DGS approval per )ATE OBJECT OF EXPENDITURE(CODE AND TITLE) 93-95310-9117 702-34-951171-9 Chapter.ss /Stats 4f 19V $ 1,477,422 93-95364-9175-702 1 /(i r� 1 hereby certify upon my own personal knowledge that budgeted funds T.8 A.NO. B.R.NC. Item 4260-1111-001 (A1 t!t j} are available for the p�,od and purpose of the expenditure stated above. , ;IGNATURE OF AC GOUNTWG�OFFICER ( A-1 CONTRACTOR STATE AG`cN�Y DEPT.OF GEN.SER. CONTROLLER v Contractor Number: 16335 A-2 Page-1 of 1 2. Paragraph 6 is amended to read: "6. Reimbursement Procedures C. Invoices must be submitted to the State no later than 45 days after the end of the month." 3. Paragraph 3 is amended to read: "3. Budget The attached Exhibit "C-2," entitled "Budget," consisting of one page dated April 1, 1993 to March 31, 1995 is incorporated and made a part hereof by this reference. Upon the effective date of this amendment, all references to Exhibit"C-1" found elsewhere in the body of this agreement and any exhibits thereto, shall hereinafter be deemed to read Exhibit "C-2." 4. Paragraph 13 is amended to read: "13. Progress Reports A. The attached Exhibit "E" entitled "Progress Report", consisting of one page, is incorporated and made a part hereof by this reference. Contractor shall complete and submit progress and final report by the due dates specified below. The content of these reports.will include, but not be limited to: progress accomplished on.contract objectives; progress on activity schedules; major problems encountered and proposed solutions to those problems; issues requiring project coordinator consultation; and data on client services. A progress report shall be due fifteen days after completion of each six month period of the project unless otherwise specified. A final report shall be cumulative and shall be due thirty days after the expiration of the contract period unless other arrangements have been authorized. Progress Report due dates are as follows: PROGRESS REPORT PERIOD DATE DUE FIRST 04/01/93-09/30/93 10/15/93 SECOND 10/01/93-03/31/94 04/15/94 THIRD 04/01/94-09/30/94 10/15/94 FINAL 10/01/94-03/31/95 04/30/95 5. The effective date of this amendment shall be April 1, 1994. 6. All other terms and conditions shall remain in full force and effect. COMTRACT PERIOD:APRIL 1, 1993-MARCH 31, 1995 CONTRACT NUMBER:92-16335, A-2 EXHIBit C-2 BUDGET A2 Al 1994 MONTHLY 1993 AMENDMENT TOTAL SALARY CURRENT EFF. AMENDED A. PERSONNEL SERVICES RANGE BUDGET 04101/94 AMOUNT 1. Prinicipal Investigator IN IOND Dr.IGzer IN KIND IN tOND IN K ND 2. Admin.Assistant III Supervisor 2326-2793 Zuber 5o 5o $0 3. Management Services Officer I 2600-3900 Russell So 5o 50 4. Admin.Support 2600-3575 Muenster $10,932 510,932 $21,864 S. Cfenicef Support 1757-2055 vacant $11,364 571,384 $22,728 6. Staff Research Associate III 2600-3900 vacant 522.750 SO $22.750 7. Staff Research Associate 111 2600-3900 Lopez $22,750 539,000 $61,750 8. Staff Research Associate III 2600-3900 vacant 522.750 5o 522.7SO 9. Staff.Research Associate III(TB) 2600-3900 Sage 522.750 539,000 $61,750 10. Siaff Research Associate III(NOl)70% 2600-3900 Chen 5o S22,404 $22,404 11. Sr.Comm Hlth,Prog.Rep. 2305-2766 Jones 517,668 $30,432 548,100 12. Sr.Comm HM.Prog.Rep. 2305-2766 Makris 517,668 530,432 $48,100 13. Sr.Comm Hlth.Prog.Rep. 2305-2766 vacant 50 530,432 530,432 14. Comm Hlth Prog.Rep, 2030-2400 Alameda $19,082 527,660 546,742 15. Comm Hith Prog.Rep. 2030-2400 Alameda 519,082 527,660 546,742 ' 16. Comm Hlth Prog.Rep. 2030-2400 S.Mateo 579.082 - S27. $46.742 Subtotal Salaries and Wages 5205,878 S296,976 $502.854 Benefits @ Actual(NOT TO EXCEED 30%) 562.095 .189.09 $151.188 ry TOTAL PERSONNEL 3267.973 $386.069 3654.042 _.. . B. INDIRECT EXPENSES @ 15% $40,196 357,910 $98.106 C. OPERATING EXPENSES AND EQUIPMENT 1. General Expenses 510,300 510,000 $20,300/A 2. General Expenses(M) 5o 55.000 $5,000 3. General Expense NOI Match 50 $3,300 S3•300 4. General Expense Death Search NDI SO 512,000 $12,000 5. Professional Development 55,000 54,500 $9,500 6. Equipment 550.000 518,588 568,588 7. Travel 525.000 540,000 565,000 8. NOI Travel so 53.900 $3.900 9. TB Travel(In-State/Out-State) so $16,831 $16,831 10. Cort"ting(daily rate @$400 x S2 weeks=S20.800) 534.000 520,600 $54,900\B • 11. Contractual 5265.059 5200.0001C $465,059 TOTAL OPERATING EXP.AND EQUIP. $389.359 $334,919 $724,278 TOTAL BUDGET $697,525 5778,998 $1.476,426 AMT.TO USE FROM SAVINGS s0 $996 $996 Total budget amount of$778,898 which represents 94 FEDERAL FUNDING plus$996 from 93 SAVINGS = 3779,894 TOTAL CONTRACT AMOUNT $1.477,422 W The total General Expense amount available for use by UCD is not to exceed$10.000. \B Consultant line may be used to support another consultant later in the contract period. \C Contractual lire item is for staff support and on-going allocations to local health departments. (Health departments:Orange County.City of Long Beach,Contra Costa County and Santa Clara County. NOTE: At no time will the State pay more then 100%FTE for any one position during any one pay period. NOTE:The salary range and percent o1 time listed is a only yearly estimate and is subject to change over the ` contract period with prior written approval from the Office of AIDS. NOTE:TOTAL ANNUAL BENEFITS SHALL NOT EXCEED 30%. A:survapri w'.1(3131/94) Contractor: Regents of the University of California (Davis) ' Contract Number: 92-16335, A-2 Exhibit B-2 Page 1 of 9 SCOPE OF WORK CONTRACTOR: Regents of the University of California (Davis) PROJECT PERIOD: April 1, 1993 to March 31 , 1995 PROJECT TITLE: Enhancement of AIDS Case Surveillance in California The California Department of Health Services, Office of AIDS (OA) has primary responsibility for conducting and supporting active AIDS case surveillance in local health departments in California, excluding the counties of San Francisco and Los Angeles. This project will provide personnel and . material resources to implement a comprehensive surveillance plan for complete, timely, and accurate AIDS case reporting. The goal of this project is to expand California's active AIDS case surveillance efforts in hospitals,clinics,private physician offices, laboratories, and other medical and social service settings by 1) reviewing established local surveillance systems; 2) providing additional staff resources for active AIDS case surveillance in selected local health departments; 3) providing surveillance-related training to local and state AIDS surveillance staff; 4) promoting AIDS case reporting by health care providers through provision of training, presentations,and publications; 5)assisting in the establishment and enhancement of reporting protocols in hospitals, physician offices and outpatient clinics, laboratories, and other identified reporting sources; 6) collecting data from medical records of AIDS cases with tuberculosis; 7) producing data and documents summarizing AIDS and communicable disease statistics for evaluating local AIDS surveillance needs; 8)analyzing and disseminating HIV/AIDS surveillance data in collaboration with local health departments; and 9) collecting cause of death and other information for the National Death Index project. Specific Aims I. University of California Administrative Tasks A. Preliminary Phase. In conjunction with state staff, develop appropriate duty statements for University of California (UC) personnel classifications that would meet both the surveillance project and UC requirements: Projected Date Task/Activity of Completion 1 . Develop duty statements for University of As Needed California, Davis (UCD) personnel. 2. Establish new surveillance positions within UCD. As Needed Contractor: Regents of the University of California (Davis) Contract Number: 92-16335, A-2, Exhibit B-2 Page 2 of 9 B. Staffing. In conjunction with OA staff,initiate hiring of state-based surveillance personnel: Projected Date Task/Activity of Completion 1. Advertise and recruit for newly established As Needed positions. 2. Assist OA in the development of interview As Needed questions and rating criteria. 3. Receive and screen position applications. As Needed 4. Schedule interview dates and times. As Needed 5. Assist OA in interviewing applicants. As Needed 6. Provide training to new personnel to orient them As Needed to the UC system. C. Allocation of Surveillance Resources. Provide additional surveillance resources directly to local health jurisdictions: Projected Date Task/Activity of Completion 1. Disburse surveillance funds directly to local 3/31/95 health departments per agreement with OA. 2. Hire UCD staff for_local health departments that As Needed are unable to hire their own surveillance staff (See steps B. 1-6 above). 3. Provide administrative support and monitoring Ongoing of sub-contracts with local health departments. D. GeneralAdministrative Support. Provide general support for surveillance-related travel, meeting, and training needs: Projected Date Task/Activity of Completion 1. Arrange travel for state-based and local Ongoing surveillance staff. 2. Reimburse travel expenses for state-based Ongoing and local surveillance staff. Contractor: Regents of the University of California (Davis) Contract Number: 92-16335, A-2 " Exhibit 'B-2' Page 3 of 9 Projected Date Task/Activity of Completion 3. Prepare meeting/training materials, including Ongoing document preparation, duplication, and dissemination; and coordinate production of audio- visual aids as needed. 4. Reserve facilities for meetings/training sessions, Ongoing including necessary audio-visual equipment. 5. Assist with meetings/training sessions, including Ongoing registration of participants, note-taking, note transcription, and dissemination of notes to participants. II. Surveillance Implementation Tasks A. Evaluation of Local AIDS Surveillance Programs. In conjunction with state staff, conduct on-site assessments of local AIDS surveillance programs which have been provided additional staff resources: Projected Date Task/Activity of Completion 1 . Develop evaluation tool to assess Completed implementation of local surveillance activities. 2. Visit local health departments that received 3/31/95 direct awards every 3 months, starting 3 months (Visits made after awards are made, to evaluate surveillance quarterly) activities. 3. Meet with OA staff and review evaluations, 3/31/95 make recommendations for changes as needed, (Reviews made and provide written feedback to local health quarterly) departments. B. Training of Local and State Surveillance Staff. In conjunction with OA staff, conduct training needs assessment, develop surveillance training curriculum, and provide training as needed to local and state AIDS surveillance staff: Projected Date Task/Activity of Completion 1 . Develop training needs assessment tool for local 4/15/94 and state surveillance staff. Contractor: Regents of the University of California (Davis) • Contract Number: 92-16335; A-2 Exhibit B-2 ` < Page 4of9 Projected Date Task/Activity of Completion 2. Distribute training needs assessment tool to local 4/15/94 and state surveillance staff and analyze results. 3. Develop a surveillance training curriculum which 4/15/94 takes into account state and federal AIDS surveillance guidelines. 4. Implement training seminars in four geographic 5/15/94 regions of the state. (then ongoing) 5. Analyze post-training evaluation forms and plan 5/31/94 next round of training seminars. (then ongoing) C. Promotion of AIDS Case Reporting. In conjunction with OA staff, promote AIDS case reporting by health care providers through provision of training, presentations, publications, and a provider information packet: Projected Date Task/Activity of Completion 1 . Develop training needs assessment tool for 4/15/94 health care providers. 2. Distribute training needs assessment tool to 4/15/94 health care providers in selected geographic areas and analyze results. 3. Develop a health care provider training 4/15/94 curriculum which takes into account the public health importance of AIDS surveillance; legal requirements of reporting; protection of confidentiality; and completion of AIDS case report forms. 4. Implement training seminars for health care 6/15/94 providers in geographic centers throughout the (then ongoing) state. 5. Analyze post-training evaluation forms and plan 6/30/94 next round of training seminars. (then ongoing) 6. In collaboration with local health departments, 6/15/94 develop a health care provider information packet for distribution to local area providers. Assist with distribution as needed. Contractor: Regents of the University of California (Davis) Contract Number: 92-16335, A-2 " 1� D Exhibit •B- Page5of9 D. .Development of Reporting Protocols. In conjunction with OA staff, assist in the establishment and enhancement of reporting protocols in hospitals, physician offices and outpatient.clinics, laboratories, and other identified reporting sources: Projected Date Task/Activity of Completion 1. In cooperation with state registry staff and local 4/15/94 health department surveillance staff, classify hospitals by their potential for treatment of AIDS patients. (See classifications in Surveillance grant application.) 2. In cooperation with local health departments and 4/15/94 OA staff, develop AIDS case reporting protocols for each hospital classification, as well as physician offices, outpatient clinics, laboratories, and other identified reporting sources. 3. Assist local health departments in the 7/31/94 implementation of the surveillance protocols, including establishing contacts at facilities and setting up time lines for site visits. 4. Develop a form that summarizes active.. 12/31/94 surveillance activities at each protocol site for a one year period. Provide feedbackto the reporting source on characteristics of reported cases. E. A/DSand Tuberculosis Surveillance Project. In collaboration with state OA and TB staff, collect data from medical records of AIDS cases with tuberculosis as specified in the study protocol developed by the Centers for Disease Control and Prevention (CDC): Projected Date Task/Activity of Completion 1 . Collect data for AIDS and Tuberculosis Ongoing Surveillance Project according to CDC study protocol. 2. Submit data to CDC on a monthly basis or as Ongoing specified by the study protocol. 3. In collaboration with the CDC and state OA and 12/31/94 TB staff, prepare a report analyzing the data and providing recommendations for program and policy decisions. Contractor: Regents of the University of California (Davis) Contract Number: 92-16335, A-2 '.• Exhibit B-2 Page 6of9 F. RefineLoca/Surveillance AssessmentInstrument. Inconjunction with state OA staff, develop and refine instrument for measuring local AIDS surveillance needs, and disseminate the information to appropriate persons within DHS and local health departments: Projected Date Task/Activity of Completion 1. Standardize surveillance data collection Completed instrument and associated database and word Processing programs. 2. Analyze data and produce selected graphic Completed representations for state as well as local health departments; produce summary printed data for state and local health departments. 3. Create data guide including descriptions of Completed printed variables and list of resource persons; create computerized datasets available in SAS and ASCII files for interested state and local health departments. 4. Disseminate computerized and printed data for Annually use by local health departments, DHS personnel, (by 3/31/95) or other interested parties. G. Analysis and Dissemination of HIV/AIDS Surveillance Data. In conjunction with state OA staff, analyze AIDS surveillance and other HIV-related data and prepare reports as needed; assist local health departments in the analysis and use of local data: Projected Date Task/Activity of Completion I. Prepare reports summarizing project-related Ongoing activities. Prepare more detailed analyses of surveillance data for publication or presentation at scientific meetings, according to the research agenda developed by the OA. 2. Assess the need for local technical assistance in Ongoing analysis, interpretation, and use of HIV/AIDS epidemiologic data, and develop a schedule for local contacts. 3. Provide technical assistance to local health Ongoing departments for analysis, interpretation, and use of HIV/AIDS surveillance data, through phone, written, and in-person contact as needed. Contractor: Regents of the University of California (Davis) Contract Number: 92-16335, A-26 Exhibit B-2 Page 7of9 H. Nationa/Death Index (NDII Project. In conjunction with state OA staff, attain complete death ascertainment among persons reported with AIDS in California, and perform selected analyses of AIDS mortality data as specified for the CDC- sponsored NDI project: Projected Date Task/Activity of.Completion 1. Match the presumed living and known deceased 12/31/94 cases in the 1993 study cohort with California death files and the NDI. 2. Update vital status and collect other information 6/30/94 from death certificates for the 1992 study cohort members, using the results of the California death . file and NDI match. 3. Ensure-regular transfer of updated mortality data 12/31/94 to the CDC. 4. Analyze California AIDS mortality data and 12/31/94 disseminate results in scientific journals, and provide area-specific descriptive summaries to local health departments in California. 5. Assist the CDC in performing scientific analyses As Needed and manuscript preparation of the NDI study data. Contractor: Regents of the University of California (.Davis), f Contract Number: 92-16335, A-3 Exhibit B-2 Page 8 of 9 Contract Personnel and Duty Statements I. Principal Investigator (Dr. Kizer): The Principal Investigator will provide medical and scientific consultation to project staff; guide the development of materials to promote AIDS case reporting among medical providers; critically review reports based on analysis of AIDS surveillance and other HIV-related data; and co-author articles for submission to scientific journals.. II. Administrative Assistant III Supervisor: The Administrator provides long-range management support to Chair in areas of budget, personnel, purchasing, space utilization, etc; provides staff leadership, fulfilling role of departmental Principal Staff Assistant (PSA); assists the Chair in working with the private and public sectors in accordance with UCD procedures in executing the business of the department; acts as liaison between Chair and Federal project officers, private granting agency personnel, and UCD as requested by Chair; develops and maintains a management system, coordinating the collection and compilation of reports and data to support various programs within the department. III. Management Services Officer I: Will provide consultation to manager and administrative assistant regarding university financial service. Will coordinate the establishment of contracts and subcontracts and will maintain budgets. Will oversee project's audit trail and maintain financial intergrity of the project. IV. Admin. Support (Principal Clerk): Under general supervision of the Finance Officer,this position will provide financial and administrative support for the project. Duties include: maintaining computerized spreadsheets identifying account allocations and expenditures; provide summaries of contract expenditures as requested; prepare invoices and follow through on purchase orders; perform clerical functions as needed for the finance office. N. V. Clerical Support (Secretary II): Under the direct supervision of the Management Services Officer, provides clerical support to the project director, senior community health program representatives, and UC Davis-based administrative staff. Duties will include: processing correspondence and reports; maintaining files associated with the project; processing mail and routing appropriately; preparing materials for meetings, including reserving facilities, taking notes, and disseminating notes to participants; preparing travel vouchers and processing claims; and preparing other university forms as required by the project. VI. Staff Research Associate III (3): Under general supervision from the chief, HIV/AIDS Epidemiology Branch, and in consultation with the State AIDS surveillance epidemiologist and Principal Investigator, these positions are responsible for assisting the Project Director in the more technical aspects of project implementation (25%) and preparation of reports analyzing AIDS surveillance and HIV or other communicable disease data (75%). Implementation activities include: assist in the development of tools for on-site assessment of AIDS surveillance programs; assist in the development of a training curriculum; assist in the drafting of written reporting protocols; provide epidemiologic assistance to local programs to enhance analysis and use of local data; coordinate the activities of the AIDS-TB project and analyze data collected for this project; and coordinate the activities of the NDI project and analyze AIDS mortality u. Contractor: Regents of the University of California (flavis�_, Contract Number: 92-16335, A-2 Exhibit B-2 Page 9 of 9 data collected for this project. The Staff.Research Associate III's will be assigned to project teams based on the research agenda and needs of the state epidemiologic staff. VII. Senior Community Health Program Representative (3): Under the direct supervision .of the Project Director, these positions are responsible for evaluating and providing direct technical assistance to local AIDS surveillance programs. Duties include: on-site assessments of local AIDS surveillance programs (10%); training of local surveillance staff and health care providers on AIDS case reporting procedures (20%); assist local staff in development, implementation and maintenance of reporting protocols in hospitals, clinics, private physician offices and laboratories (45%.); and collection of data from medical records of AIDS cases with tuberculosis (25%). The Senior Community Health Program Representative assigned to the AIDS-TB project will assist the Staff Research Associate III with data collection and analysis for that project. Requires heavy travel. Positions to be located at the State Office of AIDS. VIII. Community Health Program Representative (3): Under the direct supervision of the AIDS Surveillance Coordinator of the assigned local health department,these positions are responsible for conducting active AIDS case surveillance. Activities include: promotion of case reporting among providers through written, phone, and in-person contact; establishment of case reporting relationships with medical personnel in hospitals, clinics, private physician offices, and laboratories; visits to providers to assist in AIDS case reporting, including medical chart reviews and completion of AIDS case report forms; investigations and interviews with AIDS patients with no identified risk for HIV exposure as needed; and medical chart reviews of patients with both HIV and tuberculosis as needed.