HomeMy WebLinkAboutMINUTES - 01132004 - C31-C35 TO: BOARD OF SUPERVISORS
Contra
FROM: TONY COL6N, DIRECTOR
j
COMMUNITY SERVICES DEPARTMENT Costa�-„-'� �
osrM .
DATE: January 13, 2004 °x ` + County
SUBJECT: AUTHORIZATION TO EXECUTE, AND SUBMIT A CONTRACT WITH THE
CALIFORNIA DEPARTMENT OF EDUCATION
Specific Request(S) or Recommendation (S) & Background and Justification
RECOMMENDATION N:
APPROVE and AUTHORIZE the Community Services Department Director or designee to
execute and submit State Standard Agreement FIMS-3060 (County #39-884) with the
California Department of Education for a total maximum reimbursable amount of$3,758 for
the purchase of child development instructional materials and supplies for the period from
July 1, 2003 through June 30,2004.
FINANCIAL IMPACT:
Funded through the California Department of Education. Funds will be added to the
Community Services Department's FY 2003-04 budget via an appropriation adjustment.
There is no net County cost to this contract.
CHILDREN'S IMPACT STATEMENT:
The Community Services Department Child Development Division supports two of Contra
Costa County's community outcomes: "Children Ready for and Succeeding in School"
and "Families that are Safe, Stable and Nurturing." These outcomes are achieved by
offering comprehensive services, including high duality early childhood education,
nutrition, and health services to low-income children throughout Contra Costa County.
REASONS FOR RECOMMENDATIONS/BACKGROUND:
As an eligible childcare and development contractor, Contra Costa County Community
Services Department will receive one-time funding for the purchase of instructional materials
and supplies. These funds may be used to purchase either durable or consumable
developmentally appropriate and curriculum-related instructional materials. Approval to
execute and submit this contract will allow the Contra Costa County Community Services
Department to purchase these materials.
CONTINUED ON ATTACHMENT: YES SIGNATURE: C�
::]:;Iiii O ENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COM EE
APPROVE OTHER
SIGNATURE(S >
r' -- - -- - - -- _----------_ ---
ACTION OF BOA,§g10NI f r Z% «: / '' r ?APPROVE AS RECOMMENDED X OTHER
V8TE'0F SUPERVISORS M3 I HEREBY CERTIFY THAT THIS IS A TRUE
�X _ UNANIMOUS AND CORRECT COPY OF AN ACTION TAKEN
(ABSENT____11VJ �) AND ENTERED ON THE MINUTES OF THE
AYES: NOES: BOARD OF SUPERVISORS ON THE DATE
ABSENT: ABSTAIN: SHOWN.
ATTESTED
CONTACT: Tony Colon,646-5990 JOHN SWEETE CLERK OF THE j
BOARD OF SUPERVISORS AND
COUNTY ADMINISTRATOR
CC: CAO
CSD (3 prig.,signed,sealed copies) {
BY '%'~ 1 ,' r �a' DEPUTY
Contra
TO: BOARD OF SUPERVISORS
fCosta
FROM: William B. Walker, MD, Health Services Director
.
County
DATE: January 13, 2004
SUBJECT: APPROVE AND AUTHORIZE APPLICATION FOR U.S. DEPT. OF HEALTH AND
HUMAN SERVICES HEALTH RESOURCES AND SERVICES ADMINISTRATION
(HRSA) BIOTERRORISM PREPAREDNESS FUNDS
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
APPROVE AND AUTHORIZE the Health Services Director to sign the application for HRSA
Bioterrorism funds designated for hospitals, outpatient facilities and Emergency Medical Services.
These funds are allocated by the State of California for the period of the contract September 1,
2003 —August 31, 2004.
FISCAL IMPACT:
Approval of this application allows the County to apply for $312, 596 to be used by hospitals,
outpatient facilities and EMS systems for bioterrorism response planning and preparedness. No
county funds are required.
BACKGROUND:
The County is applying for funding for September 1, 2003 — August 31, 20104 on behalf of
hospitals, outpatient facilities and Emergency Medical Services in Contra Costa County. This
funding will be used to address the delivery of coordinated and effective care to victims of
terrorism and other public health emergencies through contract arrangements with entitiesin
Contra Costa County eligible for funding. The County is coordinating the local planning group for
these funds and will act as the fiscal agent.
CONTINUED ON ATTACHMENT: YES NO SIGNATURE
_,'RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S): -t
ACTION OF BOARD/ON .-11A APPROVE AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
XUNANIMOUS I HEREBY CERTIFY THAT THIS IS'A TRUE
„
(ABSENT iV�) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: —) AND ENTERED ON THE MINUTES OF THE
ABSENT: ABSTAIN: BOARD OF SUPERVISORS ON THE DATE SHOWN.
t/ r.
ATTESTED
JOHN SWEETEN CLERK)OF THE BOARD OF �
CONTACT: EMS 646-4690 SUPERVISORS AND COONTY ADMINISTRATOW
CC: William B.Walker,MD,HSD Director
EMS
BY -s .y.. f c -� '`'yPUTY
NATIONAL BIOTERRORISM
HOSPITAL
PROGRAM
Cooperative Agreement Guidance
U.S. Department of Health and Human Services
Health Resources and Services Administration
Maternal and Child Health Bureau
May 2, 2003
National Sioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
Table of Contents
Missionstatement.........................................................................................................................2
HRSACooperative Agreement.....................................................................................................2
Introduction......................................................................................................................................2
Purpose ...........................................................................................................................................3
WhoCan Apply................................................................................................................................4
Funding............................................................................................................................................4
Deadline...........................................................................................................................................4
ApplicationRequirements................................................................................................................ 5
ReviewCriteria................................................................................................................................5
National Bloterrorism Hospital Preparedness Program Contacts...................................................5
Cooperative Agreement Application...........................................................................................6
PHSForm 5161-1............................................................................................................................6
Year1 Progress Report...................................................................................................................6
FY2003Work Plan ..........................................................................................................................6
PartA. Cross-Cutting Activities.......................................................................................................6
A. Cross-Cutting Benchmark#1: Incident Management ....................................................... 7
B. Cross-Cutting Benchmark#2: Joint Advisory Committee for CDC and HRSA
CooperativeAgreements....................................................................................................9
C. Cross-Cutting Benchmark#3: Laboratory Connectivity....................... .......................... 10
D. Cross-Cutting Benchmark#4: Laboratory Data Standard............................................... 12
E. Cross-Cutting Benchmark#5: Jointly Funded Health Department/Hospital Activities... 12
PartB. HRSA Priority Areas..............................................................................................*.........., 14
Priority Area#1:Administration............................................................................................. 15
Priority Area#2: Regional Surge Capacity for the Care of Adult and Pediatric Victims of
Terrorism.......................................................................................................................... 16
Priority Area#3: Emergency Medical Services.....................................................................21
Priority Area#4: Linkages to Public Health Departments.....................................................22
Priority Area#5: Education and Preparedness Training.......................................................23
Priority Area#6:Terrorism Preparedness Exercises............................................................24
PartC. Budget............. ............................................... ................................................................25
PartD. Timeline.............................................................................................................................26
References ...................................................................................................................................26
Appendices
Appendix A: Public Health Service Form 5161-1 (PHS Form 5161-1)
Appendix B: Year 1 Progress Report
Appendix C: Line-Item Budget Template
Appendix D: Funding Table
May 2,2003
National Bloterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
Mission Statement web-based and other resources on these
subjects as the situation has evolved,few
provide specific guidance on,the
The mission of the National Bioterrorism development of local, regional,and State
Hospital Preparedness Program is to ready response systems. A maximally effective
hospitals and supporting health care response can occur only if emergency
systems to deliver coordinated and effective response systems at the local, regional,and
care to victims of terrorism and other public State levels have fully integrated hospitals
health emergencies. and acute care medicine, emergency
medical services(EMS), public health, and
HRSA Cooperative Agreement other health assets into appropriate
jurisdictional emergency operation plans.
Introduction Lest we become complacent in the
In the wake of the terrorist attacks of aftermath of the anthrax incident, it is
September 11,2001,and the subsequent important to realize that terrorist groups may
anthrax incident, attention was focused on have access to other biological,chemical,
the ability of the health care system, radiological and explosive weapons. For
including hospitals,emergency medical example,in the 1990s, United Nations
services(EMS)systems and outpatient inspectors in Iraq found evidence that
facilities to respond to terrorist events and thousands of pounds of anthrax culture,
other public health emergencies. All hundreds of liters of Clostridium botulinum
components of the health care system face culture,and several kilograms of botulinum
the challenge of becoming trained and toxin were possessed by that government. 1
prepared to respond to biological, chemical At the time of this writing, our government
and radiological incidents, and casualties has been at war with Iraq to neutralize this
resulting from conventional explosions, capacity.
whether they present in large numbers
acutely or in small cohorts over a long To follow up on the emergency bioterrorism
period of time. Wile generally well legislation in fiscal year(FY)2002 through
prepared to respond to routine emergencies the Public Health and Social Services
and minor epidemics, the system lacks the Emergency Fund,Congress authorized a
plans and infrastructure to respond to the continuing response to bioterrorism and
new challenges posed by terrorist acts. An other public health emergencies in June
acute influx of large numbers of sick or 2002. The Public Health Security and
contaminated patients from such an attack Sioterrorism Preparedness and Response
could completely overwhelm the medical Act of 20102(Public Law 107-188)enacts
system. Section 319C-1 of the Public Health Service
Act(42 U.S.C.247d-3a),which supports
The outbreak of anthrax stemming from activities related to countering potential
mailings of weaponized spores through the terrorist threats to civilian populations.
United States (US)postal system in the fall Funding was provided under the
of 2001 was the latest instance of Consolidated Appropriations Resolution,
bioterrorism in the United States. Although 2003(Public Law 108-7).
the Federal government has staged more
than 200 counterterrorism training exercises As part of this initiative, the Health
since 1995,when the Defense Against Resources and Services Administration
Weapons of Mass destruction Act was (HRSA)announces that$498 million is
passed by Congress, concern has been available in FY 2003 for cooperative
expressed from many quarters about the agreements with 52 public health
continued lack of preparedness of hospitals, departments of States,territories,
community clinicians, EMS systems and municipalities and Pacific nations(hereafter
poison control centers to respond to terrorist referred to as"Awardees"). These awards
attacks. Although the Centers for Disease are for the development and implementation
Control and Prevention (CDC)and a number of regional plans to improve the capacity of
of medical groups have produced many the health care system, including hospitals,
May 3,2003 Page 2
National Bloterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
emergency departments, outpatient continue,and Pacific freely associated
facilities,emergency medical services nations will begin,to involve their local
(EMS)systems and poison control centers, partners in this effort. These partners must
to respond to incidents requiring mass include, but are not limited to, pediatric and
immunization, isolation, decontamination, adult hospital associations,emergency
diagnosis and treatment, in the aftermath of medical systems, emergency management
terrorism or other public health agencies, rural health offices, primary care
emergencies. associations, health care professional
organizations and federal health care
Purpose facilities(including those of the Indian Health
Service,Veteran's Administration and
The purpose of this cooperative agreement Department of Defense).
program is to build upon the planning,
infrastructure development and initial Each application is expected to integrate the
implementation that began in FY 2002,to work done under the FY 2002 HRSA
continue to upgrade the preparedness of the cooperative agreement and the proposed
!Nation's health care system to respond to work under the FY 2003 cooperative
bloterrorism,other outbreaks of infectious agreement with funds available through: (9)
disease,and other public health threats and the CDC cooperative agreements for
emergencies. This will also allow the health upgrading State and local public health
care system to become more prepared to preparedness for terrorism;and(2)funds
deal with non-terrorist epidemics of rare directed to selected municipalities by the
diseases, exposures to chemical toxins and Department of Homeland Security(DHS)for
radiological materials, and mass casualties Metropolitan Medical Response Systems
due to explosions. The prime focus will be (MMRS).
to develop, implement and intensify regional
terrorism preparedness plans and protocols Awardees will be given the flexibility to
for hospitals,outpatient facilities, EMS prioritize funding for specific activities based
systems(both freestanding and fire-based) upon their needs assessment,within the
and poison control centers in collaborative overall context of national terrorism
statewide or regional models. Collaboration preparedness objectives.This should result
with other States, American Indian and in awardees being able to upgrade the
Alaska Native tribes, bordering countries ability of health care entities to respond to
and expert national organizations is terrorist incidents; develop a multitiered
encouraged. Integration of the health care system in which these entities are prepared
system plans with the public health to triage, isolate, diagnose,treat and refer
department response is critical. multiple victims to identified centers of
excellence; and develop regional consortia
Applications of two types are being accepted to pool limited funding to accomplish these
for FY 2003: (a) Competing Continuations: goals,
requests for financial assistance to extend
for an additional budget period beyond FY Awardee health departments will be required
2002(all current awardees)and(b)New. to allocate most of these funds to hospitals,
request for financial assistance for projects emergency medical systems, poison control
not currently receiving support(Pacific freely centers, community health centers, rural
associated nations). health clinics,federally qualified health
centers,tribally-owned health care facilities
The FY 2003 cooperative agreements will serving American Indians and Alaska
perpetuate successful FY 2002 bioterrorism Natives, and other outpatient facilities that
preparedness activities based on needs serve as vital points of entry into the health
assessments begun then. It will also include care system.
planning and implementation of new or
expanded activities designed to prepare the Indian Health Service facilities could be
regional health care systems for incidents of eligible for State funding under this program.
terrorism or other public health To the extent that such facilities apply for
emergencies. FY 2002 awardees will State funding and provide the requisite
May 2,2003 Page 3
National Bioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
documentation, the State could award Rico and the three municipalities, and
funding based on appropriate State law and $500,000 to the other four territories and the
procedures. three Pacific nations. Remaining funds will
be distributed to these jurisdictions using a
While associations of hospitals and other formula based on population. The amount
health care entities may serve as to be awarded includes both direct and
subawardees to implement this program,the indirect costs.
intent of the program is primarily to fund
health care entities directly for their Given the responsibilities of Federal, State,
preparedness activities,or to implement and local governments to protect the public
activities that have a direct benefit to these in the event of terrorism,funds from this
entities. cooperative agreement must be used to
supplement and not supplant the non-
Who Can Apply Federal funds that would otherwise be made
The distribution of funds will be to the health available for this activity.
departments of all 50 States,the district of No matching costs or cost sharing are
Columbia,the nation's three largest required.
municipalities(New York City, Chicago and
Los Angeles County),the Commonwealths Awards are intended to support needs
of Puerto Rico and the Northern Mariana assessments,the development and
Islands,the territories of American Samoa, implementation of DHHS-approved work
Guam and the U.S.Virgin Islands,the plans, and contracts to health care entities
Federated States of Micronesia, and the to upgrade their ability to respond to terrorist
Republics of Palau and the Marshall Islands. incidents.
Hospitals, EMS systems,outpatient facilities
and poison control centers should work with Funds for these cooperative agreements will
the appropriate health department for be awarded for a four-year project period
funding through this program. beginning August 31,2003. Funding for
subsequent budget periods beyond FY 2003
Eligible applicants from the Pacific Basin will be based upon the accomplishment of
Territories and Nations may cooperate in a objectives and fulfillment of cooperative
consortium arrangement to submit a single agreement requirements for previous years,
application, pooling funds to develop a and upon the availability of appropriated
larger regional plan where economies of funds.
scale might make this more practical. Under
such an arrangement,one of the applicants Deadline
must be the awardee of record,with
responsibility to oversee the funds directed Awardees must file an application with
toward the other participants. HRSA as soon as feasible after receipt of
this announcement, but no later than July 1,
Funding 2003. In order to facilitate rapid review by
HRSA, copies of the application may be
The administrative and funding instrument to electronically mailed to HRSA.
be used for this program will be the
cooperative agreement, in which substantial Applications will be reviewed by committees
HRSA programmatic collaboration with within both HRSA and the Office of the
awardees is anticipated during the Secretary, DHHS. If the applications fulfill
performance of the project. Under the the review criteria, awards will be made by
cooperative agreement, HRSA will support August 31, 2003. If recommendations from
activities of awardees through a these reviews result in funding restrictions,
memorandum of agreement. the restrictions will need to be addressed
shortly after the applicant receives the
$498 million will be awarded in cooperative Notice of Grant Award.
agreements. Minimum allotments will be
available of$2,000,000 to the District of
Columbia, $1,000,000 to the States, Puerto
May 2,2003 Page 4
National Bioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
Application Requirements Review Criteria
Applications must be submitted to both Applications will be reviewed based on the
HRSA and the Office of the Assistant following criteria:
Secretary for Public Health Emergency
Preparedness(OASPHEP)via separate Extent to which the plan relates to
mailings or electronic transmissions. identified needs
Applications must be postmarked or
submitted electronically by close of business Extent to which terrorism preparedness
on July 1,2003. After a simultaneous dual issues are prioritized and addressed
review process at the agency and based on available funds
departmental headquarters levels,funds will
be awarded by August 31, 2003. Based on Extent to which the bloterrorism
demonstrated ability to obligate FY 2002 coordinator and medical director are
funds by the FY 2003 application date, post- qualified for their positions
award funding restrictions may apply until
the grantee is ready to spend the new funds. Extent to which requests for staffing,
equipment and capital improvements
Applications must be addressed separately relate to sustainable program goals
to both of the following individuals, either by
mail or electronic transmission,to ensure Extent to which objectives are
efficient review at both levels and timely measurable,achievable, and
award of funding. It is critical that this dual sustainable
mailing be accomplished by the applicant.
HRSA will be unable to duplicate and • Extent to which the work plan meets
forward cooperative agreement applications benchmark requirements in a high-
to the Office of the Assistant Secretary for quality manner
Public Health Emergency Preparedness
(OASPHEP). Extent to which proposed objectives can
be accomplished within one year
Addresses for Submission:
• Extent to which the needs of pediatric
Jacquelyn Whitaker and adult age groups are addressed in
Grants Management Specialist the plan
Health Resources and Services
Administration Extent to which terrorism disaster
Parklawn Building, Room 11-11 exercises feed back to revisions of the
5600 Fishers Lane, Rockville, MD 20857 plan
(301)443-1440
iwhitaker(a-.hrsa.aov Clarity tbudget and narrative
justification
Lily Engstrom
Director, Office of State and Local National Bioterrorism Hospital
Preparedness Preparedness Program Contacts
Office of the Assistant Secretary for Public Parklawn Building, Room 18A-38
Health Emergency Preparedness 5600 Fishers Lane
Hubert H. Humphrey Building, Room 638-G Rockville, MD 20857
200 Independence Avenue, SW (301)443-1296(Fax)
Washington, DC 20201
(202)205-4729 CAP7 Richard Niska, MD, MPH, USPHS
CDCHRSA.workplans t�`7r.hhs.aov Program Director
When submitting applications(workplans to 301-443-4996
OASPHEP, please provide electronic rniska@hrsa.gov
copies, if possible.
May 2,2003 Page 5
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National Bioterrodsm Hospital Preparedness Program
Cooperative Agreement guidance for FY 2003
CDR Andrea Argabrite, MPH, MS-FNP, fto:/tfto.hrsa.covtmchblgrants20031ohs5161-
USPHS 1.doc
Deputy Program Director
301-443-5372 Item 10 on this form should reference
aargabritet 7a.hrsa.gov Catalog of Federal Domestic Assistance
(CFDA)Number 93.003.
CDR Brad Austin, MPH, USPHS
Senior Program Analyst Year 1 Progress Report
301-443-1860
baustinAhrsa.gov The Year 1 Progress Report is required for
competing continuation applications only.
CDR Alexandr Kosyak, RPh, USPHS The document(see Appendix B)contains
Senior Program Analyst objective items designed to reflect the
301-4434566 current status of each awardee within a
akosyakaC Jhrsa; ov given priority area. Completion of the report
will result in consistent cross-awardee data
Wilmer Alvarez, BS that may be used for national planning
Program Analyst purposes. For applicants,this data can
(301)443-1950 serve as the basis for a continuous quality
walvarezahrsa.aov improvement plan, in which the initial needs
assessment is continually updated and
LT Sumner Bossier, RN,CEN, USPHS forms the basis for changes in the
Program Analyst implementation plan.
301-443-1095
sbosslerO, hrsa.gov FY2003 Work Plan
LT Stacey Gooding, MSW, LGSW, USPHS Part A. Cross-Cutting Activities
Program Analyst Public health emergency preparedness
301-443-3799 requires that state and local health
s000ding rAhrsa.gov departments, hospitals, and other health
Linda Miller care entities be able to mount a collective
Program Assistant response featuring seamless interaction of
301-443-6601 their event-specific capabilities. For
Imillerahrsa,gov example, while public health departments
would play the predominant role in a public
health emergency requiring mass
Cooperative Agt+@P.C716'Ct# distribution of vaccine or antibiotic
Application prophylaxis, hospitals and other health care
entities would carry the primary burden in
To apply for funds, applicants will need to the wake of a mass casualty incident.
submit the following: Many aspects of public health emergency
preparedness demand a unifying
1. Public Health Service Grant Application jurisdiction-wide strategy. For this reason,
Form (PHS 5161-1) the Department of Health and Human
2. Year 1 Progress Report Document Services(HHS)directs both the CDC and
(Competing Continuation applications the HRSA cooperative agreements primarily
only) to state health departments and looks to the
3. FY 2003 Work Plan senior state public health official to effect the
necessary integration of pertinent activities.
PHS Form 5151-1 The scope of this integration must be both
Public Health Service Form 5161-1 (PNS vertical (i.e., between state and local
Form 5161-1)can be found in Appendix A. activities)and horizontal(Le,, between
The form can also be viewed and public health and health care activities).
downloaded from
May 2,2003 Page 6
National Bioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
In addition, public health emergency NIMS covers all incidents(natural and
preparedness activities should be unnatural)for which the federal government
coordinated closely with those of public deploys emergency response assets. The
safety and emergency management Secretary of Homeland Security is
agencies, especially with respect to activities responsible for developing and maintaining
funded by the Department of Homeland NIMS.
Security and/or other federal agencies.
States should actively support efforts by Bioterrorism and other public health
counties and municipalities to enhance their incidents fall within the scope of NIMS. To
readiness for public health emergencies, this end,the Department of Health and
including their capacity to rapidly Human Services (DHHS)will have the initial
accommodate state and federal assets lead responsibility for the federal
(such as the Strategic National Stockpile) government and will deploy assets as
and emergency response teams(such as needed within the areas of his or her
those provided by the National disaster statutory responsibility(e.g.,the Public
Medical System). Health Service Act and the Federal Food
Drug and Cosmetic Act)while keeping the
To ensure that all preparedness activities Secretary of Homeland Security apprised
are coordinated and integrated at the state regarding the course of the incident and the
and local levels, applicants should address nature of the response operations.
cross-cutting issues that are identified below
(Sections A through F). The Recipient HSPD-5 provides for the Department of
Activities in Sections A through E consist of Homeland Security(DHS)to assume
two subsections beginning with the following responsibility for coordinating federal
phrases: response operations under certain
circumstances. In particular,"The Secretary
1 - Provide the following information. shall coordinate the federal government's
resources utilized in response to or recovery
2- Carry out the following activity. from terrorist attacks, major disasters, or
other emergencies if and when any one of -
The responses to all subsections 1 as well the following four conditions applies: (1)a
as to Section F should be assembled as federal department or agency acting under
one,stand-alone document. Responses to its own authority has requested the
subsections 2 should be integrated and assistance of the Secretary;(2)the
interwoven with descriptions of activities in resources of state and local authorities are
the corresponding Priority Area. overwhelmed and federal assistance has
been formally requested by the state and
This Cross-Cutting Activities section is local authorities; (3)more than one federal
identical in both the CDC and the HRSA department or agency has become
guidance. In the HRSA guidance,this substantially involved in responding to the
section appears in the body of the guidance incident;or(4)the Secretary has been
as Part A; in the CDC guidance, it appears directed to assume responsibility for
as Attachment X. Responses to this section managing the domestic incident by the
should be identical whether submitting for President."
CDC or HRSA funding. Thus the responses
need be prepared only once and copies States will need incident management
inserted in the separate submissions to CDC systems that are interoperable with NIMS if
and to HRSA. States and local governments are to gain full
benefit from the emergency response assets
A. Cross-Cutting Benchmark#1 of the federal government. To that end,
INCIDENT MANAGEMENT HSPD-5 requires that,effective with Fiscal
Year 2005 awards, adherence to and
On February 28, 2003, President Bush compatibility with NIMS be a condition of all
issued Homeland Security Presidential grants and other awards from federal
Directive HSPD-5 establishing the National government agencies for any aspect of state
Incident Management System (NIMS). or local emergency preparedness and
May 2,2003 Page 7
>'
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National Bioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
response. DHHS has elected to begin the other reference to a descriptive
requisite planning activities immediately with document and answer the following
a view to avoiding unnecessary and questions about the system.
potentially costly revisions in Fiscal Year
2005 to DHHS-sponsored activities already I. What government agencies
underway or undertaken in Fiscal Years participate in the system?
2003 or 2004.
ii. What other entities, public and
This benchmark is intended to help states private, participate in the system?
and local governments prepare for their
eventual participation in the National Ill. Which agency has responsibility for
Incident Management System (NIMS),which overall planning,directing, and
is prescribed in Homeland Security coordinating jurisdiction-wide response
Presidential Directive#5 (HSPD-5). NIMS is operations?
to cover all incidents(natural and unnatural)
for which the federal government deploys iv. For what classes of incidents does
emergency response assets. The Secretary the public health department have lead
of Homeland Security is responsible for responsibility for planning, directing, and
leading the development and coordinating jurisdiction-wide response
implementation of NIMS. operations?
During the upcoming budget period,the b. Has your state government defined
Department of Health and Human Services intra-state regions to facilitate planning
will undertake the following activities with and conduct of incident management?
respect to NIMS: If yes, please provide a reap showing
the regional structure.
Collaborate with the Department of
Homeland Security and other agencies c. Does each intrastate region have an
of the Federal Government in incident management plan? If yes,
developing NIMS, as prescribed by please indicate a web-site address or
HSPD-5. other reference to a typical plan.
At appropriate times, share NIMS- d. Summarize the results of activities
related documents with cooperative during the FY 2002 budget period to
agreement recipients and invite their achieve CDC Critical Benchmarks#3, 5,
comments with a view to keeping them 6, and 12 and HRSA Critical Benchmark
apprised of progress toward and #3;and describe how these results
enlisting their assistance in NIMS relate to the statewide and regional
development. incident management systems.
Recipient Activities: 2. Carry out the following activity during the
upcoming budget period:
1. Provide the fallowing information(not to
exceed 5 pages). a. Review and comment on DHHS-
furnished documents regarding NIMS as
Describe the roles and responsibilities of it undergoes development.
public health departments and the hospital
community(including their supporting health b. Develop and keep up to date a
care systems)related to incident description of the roles and
management at the state and regional levels responsibilities of public health
—including inter-state as well as intra-state departments, hospitals, and supporting
regions, as appropriate. health care systems in the statewide
incident management system and,
a. Does your state(city)currently have an where applicable, in regional incident
incident management system? If yes, management systems,
please indicate a web-site address or
May 2,2003 Page 8
National Bioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
The estimated costs for this activity are Recipient Activities:
eligible for inclusion,with an appropriate
distribution,in both the CDC and HRSA 1. Provide the following information(not to
cooperative agreements. For the estimated exceed 2 pages):
costs assigned to the HRSA cooperative
agreement, specify them in the budget for Describe the activities of the advisory
Priority Area 2 and discuss them in the committees for the CDC and HRSA
associated budget justification. cooperative agreements during the FY 2002
budget period(CDC Critical Benchmark#2
B. Cross-Cuttinn Benchmark#2: and HRSA Critical Benchmark#2).
JOINT ADVISORY COMMITTEE Summarize the major accomplishments.
FOR CDC AND HRSA Identify the areas, if any,where the
COOPERATIVE AGREEMENTS committees'results fell short of expectations
and discuss the obstacles encountered and
Establish and operate an Advisory potential ways to overcome them in the
Committee to assist the jurisdiction's senior future.
public health official in overseeing both the
CDC and HRSA Cooperative Agreements 2. Carry out the following activity during the
upcoming budget period:
DHHS strives to ensure that the CDC and
HRSA cooperative agreements are Establish an Advisory Committee to assist
complementary with respect to strategy and the jurisdiction's senior public health official
scope and feature mutually reinforcing in overseeing both the CDC and HRSA
provisions. Moreover, DHHS strives to cooperative agreements. The charter for the
foster appropriate integration of CDC-and Committee should span the scope of the
HRSA-funded activities by directing both CDC and HRSA cooperative agreements.
cooperative agreements to the jurisdiction's Opportunities for joint or coordinated
health department and by synchronizing the activities between public health departments
application,review, and award processes for and the hospital community should receive
the two cooperative agreements. special attention. The Committee should
meet at least quarterly and maintain a
The CDC and HRSA cooperative record of its major decisions and other
agreements awarded in fiscal year 2002 actions.
each called for formation of an advisory
committee to help guide their respective The membership of the Advisory Committee
funded activities. As part of the FY 2003 should be broadly representative of public
cooperative agreements, with a view to and private entities that have a significant
enhancing integration of public health role in preparedness for and response to
department and hospital community bioterrorism and other public health
initiatives, DHHS is calling for formation of a emergencies. Representatives from the
single advisory committee to assist the following entities must be included on the
senior public health official in overseeing unified advisory committee and/or its
both the CDC and the HRSA cooperative subcommittees:
agreements. The transition from two
committees to one may occur any time State,territorial or municipal health
during the upcoming budget period. The department
unified committee may include CDC-and
HRSA-specific subcommittees, among Local health departments
others, if the recipient so chooses.
• State or territorial hospital association
• State or territor€al mental health agency
• Academic Health Centers
• Other tertiary care centers
May 2,2003 Page 9
National Bioterrodsm Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
• Community hospitals infectious disease, toxicology, radiation
• Community health centers medicine and trauma surgery)
• Nursing (especially emergency,critical
• Primary care associations care,occupational and school health)
• Clinical professional societies • Pharmacy
• American Indian or Alaska Native health • Hospital administration
care facilities
• Hospital engineering
• Veterans Administration health care
facilities • Laboratory science
• Military treatment facilities(if applicable) Mental health (care delivery and
psychological consequences of
• State or territorial office of rural health terrorism)
• State,territorial or municipal emergency • Emergency medical technicians or
medical services director or designee paramedics
• State,territorial or municipal emergency • Information systems and technology
management agency
• Public affairs(especially risk
• Local emergency medical systems communication)
• Poison control centers The estimated costs for this activity are
eligible for inclusion,with an appropriate
• Metropolitan Medical Response distribution, in both the CDC and HRSA
Systems cooperative agreements. For the estimated
costs assigned to the HRSA cooperative
• State Matemal-Child Health Advocate agreement,specify them in the budget for
Priority Area land discuss them in the
• State Trauma Coordinator associated budget justification.
• Police departments C. Cross-Cutting Benchmark#3
Fire departments. LABORATORY CONNECTiVIrY
•
Establish operational relationships among
• Red Cross and other voluntary the various types of analytical laboratories
organizations within the jurisdiction (and other jurisdictions
as appropriate)that are relevant to
• Consumer representatives preparedness for and response to
bioterrorism and other public health
The Advisory Committee's members—and, emergencies.
if applicable, its consultants—collectively Given the myriad forms that terrorism might
should have expertise and experience in the take,emergency preparedness requires not
following professional disciplines: only a variety of different types of analytical
laboratories but also well defined operational
• Public health (especially infectious relationships among them—especially with
disease epidemiology and clinical respect to routing of samples and sharing of
laboratory science) test results. The jurisdiction's senior public
health official should be able to obtain
• Medicine(especially emergency analyses and associated data from any and
medicine, family medicine, internal all relevant types of analytical laboratories
rrredicine, pediatrics, critical care, as needed to counter a bioterrorism incident
or other public health emergency.
May 2,2003 Page 10
National Bloterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
The classes of analytical laboratories that might be used in terrorist acts against the
seem particularly relevant to bioterrorism U.S. Homeland.
and other public health emergencies include
public health department laboratories, Recipient Activities:
hospital laboratories,food testing
laboratories, veterinary laboratories, and 1. Provide the following information (not to
environmental testing laboratories. exceed 2 pages).
Collectively,such an array of laboratories
should be able to test for terrorism-related Describe the progress made during the FY
pathogens and chemicals in human clinical 2002 budget periods of the CDC and HRSA
specimens(typically, blood or urine cooperative agreements in establishing
samples),food specimens,animal linkages between public health department
specimens(including those from wildlife) laboratories (especially those of local public
and environmental samples. health departments)and hospital-based
clinical laboratories (CDC Critical
Moreover, such an array of laboratories Benchmark#10).
should be able to provide analyses during
both the peri-event phase and the post- 2. Carry out the following activity during the
event phase as needed. "Peri-Event" refers upcoming budget period:
to the minutes, hours, or days during which
an emergency incident is unfolding. "Post- a. Compile a jurisdiction-wide or region-
event" refers to the days,weeks,or months wide inventory of all the analytical
following an emergency incident. The laboratories that could play an important
duration of these phases necessarily will role in helping public health officials
differ from case to case—and the phases respond to bioterrorism or other public
may overlap—depending upon the agent health emergencies. Include
and medium involved and the extent and laboratories of academic health centers
duration of human and/or animal exposure. that have a formal affiliation with public
health departments or hospitals.
This Cross-Cutting Critical Benchmark
relates directly to laboratory-related activities b. Determine what cooperative
included in CDC l=ocus Areas C and D and arrangements currently exist between
in HRSA Priority Area#4. Note that and among these laboratories and
collaborations with food testing laboratories assess needs for improvements.
and/or development of food testing
capabilities within public health department c. Consider the results of this needs
laboratories are eligible for support under assessment when planning and
the CDC cooperative agreement because implementing (a)enhancements to
food is being recognized increasingly as a public health department laboratories,
medium for biological or chemical terrorism. hospital-based laboratories, and food
The Food and Drug Administration(FDA) laboratories affiliated with state or local
will collaborate with CDC in integrating food government—including collaborating
safety considerations into state and local academic health centers and (b)new or
public health emergency preparedness and improved cooperative arrangements
response. In addition, collaboration with between and among laboratories listed
environmental (biological)laboratories is in the jurisdiction-wide inventory.
emphasized because CDC and the
Laboratory Response Network are important The estimated costs for this activity are
contributors, along with the U.S. eligible for inclusion, with an appropriate
Environmental Protection Agency and the distribution, in both the CDC and HRSA
Department of Homeland Security, to the cooperative agreements. For the estimated
recently announced Presidential initiative costs assigned to the HRSA cooperative
called BioWatch--a national program to agreement, specify them in the budget for
monitor air at selected sites across the Priority Area#4 as applicable and discuss
nation for the presence of pathogens that them in the associated budget justification.
May 2,2003 Page 11
National Siaterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
D. Crass-Cuttfna Benchmark#4. 2. Carry out the following activity during the
LABORATORYDATA STANDARD upcoming budget period.
Adopt the Logical Observation Identifiers a. Adopt and implement LOINC as the
Names and Codes (LOINC),where standard for electronic exchange of
applicable, as the standard codes for clinical laboratory results and associated
electronic exchange of laboratory results clinical observations between and
and associated clinical observations among public health department
between and among clinical laboratories of laboratories,hospital-based
public health departments, hospitals, and laboratories,and other entities,including
other entities, including academic health collaborating academic health centers,
centers,that have a role in responding to that have a major role in responding to
bioterrorism and other public health bloterrorism and other public health
emergencies. emergencies.
Adoption of and adherence to data b. In connection with CDC-provided
standards can do much toward ensuring technical assistance, identify areas
effective and efficient response to where refinement or extension of LOINC
bioterrorism and other public health would enhance public health emergency
emergencies, On March 31,the Secretaries preparedness.
of Health and Human Services, Defense,
and Veterans Affairs announced their joint The estimated costs for this activity are
adoption of the first set of uniform standards eligible for inclusion,with an appropriate
for electronic interchange of clinical health distribution, in both the CDC and HRSA
information (www,hhs.gov/news). cooperative agreements. For the estimated
Extension to the Laboratory Response costs assigned to the HRSA cooperative
Network and related laboratories is an agreement,specify them in the budget for
important next step. Priority Area#4 and discuss them in the
Addi#lonal information about LOINC and its associated budget justification.
relationship to other data standards can be E Cross-Cutting Benchmark#5,
found at www.loinc.oro. During the course JOINTLY FUNDED HEALTH
of the upcoming budget period,CDC will DEPARTMENT l HOSPITAL
provide technical assistance regarding ACTIVITIES
implementation of LOINC and,along with
the Office of the Secretary,HHS,will Develop and maintain a database displaying
participate in collaborative efforts to refine activities funded jointly by the CDC and
and extend the codes as necessary to meet HRSA cooperative agreements and, as
the needs of public health emergency applicable, other sources.
preparedness.
Full preparedness for the myriad forms of
Recipient Activities: terrorism requires integration of activities
funded by different sponsors with different
1. Provide the following information(not to but related objectives. The President and
exceed 2 pages). the Congress have provided—and continue
to provide—extraordinary funding through
Describe the experiences of the recipient's DHHS and other agencies of the federal
public health department laboratory—and government for enhancing state and local
those of local public health department preparedness for acts of terror against the
laboratories, as applicable—during the U.S. homeland. Demonstrating that these
current budget period in promoting effective funds are used effectively and efficiently and
and efficient electronic exchange of clinical in highly coordinated ways is an essential
laboratory results and associated clinical element of accountability.
observations.
This section of the guidance focuses on
preparedness initiatives that involve various
May 2,2003 Page 12
National Bloterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
combinations of joint funding from the CDC cooperative agreements. For the estimated
and HRSA cooperative agreements and, as costs assigned to the HRSA cooperative
applicable, other sources as well. In this agreement,specify them in the budget for
context,"other sources"includes a)other Priority Area 1 and discuss them in the
DHHS-sponsored programs—such as associated budget justification.
Public Health Preparedness Centers(CDC),
the Bioterrorism Training and Curriculum F. OTHER CROSS-CUTTING ACTIVITIES
Development Program(HRSA), and the
Medical Reserve Corps(Office of the Responses to each issue below need not be
Surgeon General); b)other agencies of the more than a page in length(single-spaced)
Federal Government—such as the Federal but they should provide suffcient details
Emergency Management Agency and other about the nature and extent of the
components of the Department of Homeland coordination and integration activities to
Security;c)State or local governments; and permit an assessment of the adequacy of
d)foundations and other private-sector such activities. If efforts have been
organizations. undertaken in any of the areas identified
below, provide a brief summary of progress
The database need not be limited to intra- to date. If responses to any of the issues
State activities. HHS encourages applicants below duplicate information that will be
to enter into inter-State and trans-national provided in the CDC or HRSA specific
preparedness initiatives as they see sections of your application,you may use
necessary--i.e., collaboration with other the same(or some of the same)text in both
applicants for the CDC and HRSA places.
cooperative agreements and,where
pertinent,with bordering Canadian Surveillance
Provinces and Mexican States. In particular,
HHS encourages applicants to forge multi- Describe how the state health department
jurisdictional partnerships where major will integrate disease surveillance systems
metropolitan areas or extensive rural regions at the state and local levels, including
span portions of two or more States or sit hospital-based surveillance systems,so that
astride an international border. relevant data on disease reporting is rapidly
captured and analyzed. Surveillance
Recipient Activities: systems should be developed with a view
towards capturing and reporting information
9. Provide the following information(not to in"real-time." Systems should eventually
exceed 2 pages). allow for electronic communication between
hospitals and public health departments at
List the preparedness initiatives during the all levels.
current budget period that are receiving joint
funding from the CDC and HRSA Coordination with Indian Trines
cooperative agreements. Where funding provide complete documentation of Indian
from one or more other sources is involved tribal government participation in state and
as well,identify the source(s). focal preparedness planning. Describe how
2. Carry out the following activity during the their participation in planning and
upcoming budget period. implementation efforts will be assured by
your plan.
Maintain and extend as appropriate the
database developed for the application in a Populations with Special Needs
form that can be included readily in progress Describe activities that will be implemented
reports or provided in response to special to meet the specific needs of special
requests from the project officer. populations that include but not limited to
The estimated costs for this activity are people with disabilities, people with serious
eligible for inclusion,with an appropriate mental illnesses, minority groups,the non-
distribution, in both the CDC and HRSA English speaking, children, and the elderly.
Consider all operational and infrastructure
May 2,2003 Page 113
National Bioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
issues as well as public information/risk component of electronic communications
communication strategies. Such activities that will be relied upon heavily during a
must be integrated between the public public health emergency to transmit vital
health and the hospital communities. information,data, alerts and advisories, it is
paramount that states make every effort to
Planning for Psychosocial ensure this desired outcome. Describe what
Consequences ofBloterrorism and Other measures the state has taken to ensure the
Public Health Emergencies connectivity and interoperability, both
vertically and horizontally,of its various IT
Describe how the state health department is systems with those of local health
working with hospitals, mental health departments, hospitals,emergency
providers, and public and private emergency management agencies,public safety
response and social services entities in agencies, neighboring states,federal public
planning to meet the per!-and post-event health officials and others.
psychosocial needs of victims,those at risk,
their families, psychological casualties both Border States
with and without medical illness,and
emergency responders(including health Describe how State and local Health
care personnel, public health professionals, departments sharing an international border
EMTs, etc.). with Mexico or Canada foster collaboration
and coordinate with border counties and
Education and Training existing border agencies and institutions.
The traditional definition of the border is 100
Describe what the state health department is kilometers on either side of the international
doing to train or ensure training of its staff boundary,but state and local public health
and those in hospitals, major community agencies in consultation with local public
health care institutions, emergency heath agencies serving the border areas
response agencies,public safety agencies, may choose to define the border in a more
etc.)to respond in a coordinated manner in functional way. States may use funds to
the event of a bioterror€st attack or other conduct necessary actions in support of
public health emergency. Describe plans binational planning,coordination, program
(including joint exercises and drills)that will development, and contracting in Mexico or
ensure that each category of personnel in Canada if such actions directly contribute to
these organizations/agencies knows what health security in the United States. In all
their duties are,what is expected of them, regional planning efforts,describe any
and with whom they will be interacting in collaborative efforts undertaken by local
such an event. health departments with hospitals In their
communities to develop an integrated
Involvement of Academic Health Centers regional approach to a mass casualty event.
Recognizing that academic health centers Part B. MRSA Priority Areas
constitute institutions with expertise and
resources in health care delivery(often with Recognizing the comprehensive nature of
emergency response/trauma care an effective response plan for bloterrorism
capabilities), education/training and and other public health emergencies, HRSA
research, state and local health departments has identified six priority areas for the work
should capitalize on these assets, if plan.
available in their regions, in their
preparedness efforts. Describe any The Priority Areas include Critical
activities underway or planned that will Benchmarks which must be implemented as
involve nearby academic health centers. soon as possible. For each Critical
Interoperablllty oflnformation Benchmark the awardee must provide a
Technology Systems brief proposal for effecting the intended
enhancements during this budget period.An
Since interoperability of information implementation time line with measurable
technology(IT)systems is the most critical milestones, and a proposed budget for each
May 2,2003 Page 14
National Bloterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
planning area must also be provided using adequate infrastructure to support the
the template in Appendix C.The work plan, planning and implementation process.
exclusive of appendices, is not to exceed 70
pages. Program Direction
There are other activities in this guidance White this Program is administered through
that may be proposed for funding,which the State health officers,it is intended to
may be identified by their"Optional focus on maximizing healthcare facility
Benchmarks."These activities should be surge capacity and the integration of
undertaken only after Critical Benchmarks healthcare facilities into the public health
have been addressed. Recipients are and general emergency response systems.
encouraged to choose among these optional
activities, based on local needs and There must be leadership at the health
priorities. If these activities are selected, department level to ensure coordination of
then the Optional Benchmarks are the HRSA, CDC and MMRS activities and
standards for those activities. funding streams, as well as other State,
regional and local emergency preparedness
The HRSA work plan will be expected to initiatives in the awardee's jurisdiction.
show how proposed uses of FY 2003 funds Specific direction for the HRSA-funded
are integrated with other funding sources hospital preparedness plan will also be
and organizations, such as CDC and the needed.
Department of Homeland Security(DHS).
The application must discuss the staffing
Populations with Special Needs plan, including the required positions of
Bioterrorism Hospital Preparedness
The HRSA National Bioterrorism Hospital Coordinator and Medical Director, and
Preparedness Program shares a concern for appropriate professional and administrative
populations with special needs with its staff to support them.A brief description of
counterpart program at the CDC. These the education,training and experience that
include but are not limited to people with qualify these individuals for the positions
disabilities, people with serious mental must be included.
illnesses, minority groups,the non-English
speaking, the elderly and children. The B€oterrorism Hospital Preparedness
Coordinator is responsible for providing
Children are more susceptible to the operational leadership to this program in the
untoward consequences of disasters and awardee's jurisdiction, as well as for
acts of terrorism,because of a host of implementing the needs assessment and
special anatomical, physiological and operational plans for terrorism health care
psychological considerations. Planning system preparedness in the State. He or
must consider, but not be limited to, special she should have training and experience in
treatment areas for mass pediatric disaster response planning, including
casualties in hospitals, triage areas and knowledge of clinical issues,administrative
health centers, development of pediatric procedures, linkages to appropriate
response protocols paying special attention agencies and organizations,and training
to appropriate medications and dosages, issues appropriate to terrorism
pediatric-specific training and exercise preparedness.
procedures, and provision of psychological
support to children and families, including The Medical Director will provide medical
methods to ensure reunification of children expertise in development and
with family members as needed. implementation of the work plan. If a
Medical Director cannot be hired as a state
Pdority i4ra a# ;adrrtiin%stratlan ' employee,the Awardee may obtain medical
direction from the State EMS medical
In no more than 5 pages,please address director, or may contract with other qualified
the following elements in order to ensure an physicians for these services. Physicians
with board certification in emergency
May 2,2003 Page 15
National Bioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2008
medicine,and training and experience in consideration the issues identified in the
disaster medicine, infectious disease, Year 1 Progress Report, and the results of
toxicology,radiation and trauma would be needs assessments that may have been
desirable for this position. done previously, or from a new assessment
developed in response to this guidance.
The staffing plan may include positions for
persons with needed professional expertise, It is critical that the work plan takes into
or with qualifications in grant proposal account the possibility of unprecedented
writing,financial management, numbers of adults and children who will
administrative support and other essential require health care system resources during
functions for the operation of a successful a biological terrorism incident. To the extent
terrorism preparedness program. that funding is available,chemical,
radiological or explosive terrorist incidents
Financial Accountability may also be considered. This plan should
take into account:
Critical Benchmark#9:Develop and
maintain a financial accounting system hospital bed capacity for both adults and
capable of tracking expenditures by priority children (routine and critical care)
area, by critical benchmark, and by funds
allocated to hospitals and other health care • capacity for isolation and referral of
entities. patients with communicable infections
Considering the significant amount of funds • appropriate staffing to manage the
that will have been awarded to state health short-or long-term surge of patients
departments through the HhSA cooperative
agreements in FY 2002 as well as this year, antibiotic and vaccine treatment of adult
it is essential to ensure accountability for and pediatric biological exposures
these funds. This issue has been and will
continue to be one of high priority to the • antidote and prophylactic treatment for
Department,the Administration and the chemical and radiological exposures
Congress. Consequently, public health
departments are being asked to track • personal protective equipment
expenditures funded under this cooperative
agreement by Priority Area and by Critical # capacity for trauma and burn care
Benchmark, and to identify funds that are
allocated to hospitals and other health care • capacity for mental health care
entities. A benchmark similar to this one is
included in the CDC guidance,thus • communications and information
facilitating the development of a system that technology
will satisfy both agencies' requirements.
• capacity for mass mortuary activities
Although there may be additional guidance
developed in this area,for the purpose of Since awardees will also be applying for
this guidance, please see Appendix C(Line CDC funds to support health department
Item Budget Template)for the appropriate preparedness for terrorism, the HRSA
form on which to demonstrate compliance application must show how this Priority Area
with this benchmark. will be coordinated with the appropriate CDC
Focus Areas to prevent overlap or gaps
poi � �pf between the two cooperative agreements.
leitiarE � `t`®�rfm Hospital Beet Capacity
In no more than 40 pages, provide a Critical Benchmark#2-1:Establish a
description of the mechanisms to build upon system that allows the triage; treatment and
or put in place a system for optimizing surge disposition of 500 adult and pediatric
patients per 1,A0{1,00fl papulation(or no
capacity. This proposal should take into fewer than 500 patients per awardee
May 2,2003 Page 16
National 8ioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
jurisdiction), with acute illness or trauma an austere environment, large convention
requiring hospitalization from a biological, halls,armories, and State fair grounds.
chemical, radiological or explosive terrorist
incident. The plan must account for the operational
and physical needs of special populations
This system must address all components of such as people with disabilities, pregnant
the health care system (critical care, women,children, the elderly,and those with
inpatient,outpatient and prehospital). Under special health care needs.
the authorizing legislation, priority must be
given to biological events before using these The plan should account for the translation
funds for chemical, radiological or explosive needs of major non-English speaking groups
incident planning. in the awardee jurisdiction, including locally
appropriate means for communicating with
The applicant should address not only the hearing impaired.
enhancing the surge capacity of individual
health care entities,but also fostering The plan may include provisions for the
mutual aid agreements among them. Where decontamination and final disposition of
appropriate, the applicant should develop human remains,and associated forensic
and implement intra-state or multi-state procedures.
regional work plans to maximize economies
of scale in planning for an overwhelming Isolation Capacity
terrorist incident or other public health
emergency. Critical Benchmark#2-2: Upgrade or
maintain airborne infectious disease
Recognizing that many patients may come isolation capacity to have at least one
from rural areas served by referral centers in negative pressure, NEPA-filtered isolation
metropolitan areas,urban planning must facility per awardee, to be placed in accord
include the surrounding areas likely to with the findings of the awardee's needs
impact municipal resources. Conversely, in assessments. Such facilities must be able
the event of an urban terrorist attack, to support the initial evaluation and
experience indicates that many people will treatment of 10 adult and pediatric patients
evacuate to a more rural area. at a time having a clinical contagious
Consequently,the sudden influx of potential syndrome suggestive of smallpox,plague or
patients into rural facilities should be hemorrhagic fever,prior to movement to a
addressed in the work plan. definitive isolation facility.
Awardees should identify the major rural and Applicants should provide an inventory of all
urban priorities to be discussed in the available hospital-based isolation facilities,
planning process, so that both rural both fixed and mobile, in the jurisdiction,
communities and metropolitan areas can be together with the operational characteristics
engaged meaningfully. The State Office of of the facilities.
Rural Health should take the lead in
engaging other rural health care leaders on Applicants may propose equipment
priorities affecting them. purchases or capital improvements(such as
retrofitting of existing facilities)to increase
Territories and jurisdictions with frontier isolation capacity in their jurisdiction. The
areas should identify any unusual work plan must describe which hospitals and
circumstance that will require special other health care entities in the jurisdiction
procedures(such as evacuation or will be targeted for capital improvements to
equipment availability)due to the assure safe and effective isolation and
geographic location and isolation. decontamination of large numbers of
patients with communicable diseases. Any
Applicants should consider off-site options such capital improvements must be directly
for increasing bed capacity such as mobile incident to the installation of equipment to
facilities, temporary facilities appropriate to enhance preparedness for and response to
such public health emergencies.
May 2,2003 Page 17
National Bloterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
Health Gare Personnel The surge cache should be within the stock
rotational capacity of the participating
Critical Benchmark#2-3:Establish a pharmacies,to prevent shelf-life expiration
response system that allows the immediate of the medications,vaccines, and supplies,
deployment of 250 or more additional patient These systems must complement the
care personnel per 1,000,000 population in Strategic National Stockpile(SNS).
urban areas, and 125 or more additional
patient care personnel per 1,000,000 of Contingency plans for pharmaceuticals
population in rural areas, that would needed in chemical and radiological
meaningfully increase hospital patient care terrorism preparedness may be considered
surge capacity. after biological terrorism preparedness is
fully addressed as required under the
The response plan should describe how authorizing legislation.
these personnel are recruited,received,
processed and managed through the The plan may provide for distributing
incident. prophylactic medications and antidotes to
emergency response personnel in hospitals,
The health care personnel must include clinics and emergency medical services
expertise in both adult and pediatric health systems, and their families,within 12 hours.
care. However,the State health department has
the primary role in this effort.
_Gritloal Benchmark#2-4. Develop a
system that allows the credentialing and As part of a radiological response,
supervision of clinicians not normally consideration may be given to pre-
working in facilities responding to a terrorist placement of potassium iodide in
incident appropriate settings where it can be
delivered to adult and pediatric victims of an
The system should provide for emergency attack within 6 hours.
increases in staffing with physicians,nurses,
pharmacists, mental health professionals, Since deployment of the Strategic National
emergency medical technicians and other Stockpile(SNS)is primarily done through
appropriate health care professionals, and the CDC cooperative agreement, the HRSA
for linkages with other hospitals and EMS proposal may support deployment of the
systems. SNS to health care facilities outside of
Processes for accepting the credentials health departments.
maintained by other accredited health care Recognizing that a Federal response is
facilities during an emergency may be secondary to a local jurisdiction's ability to
developed. This should be a component of respond to a disaster,pharmacies
any mutual aid arrangements. participating in the regional health care
response plan should optimize their capacity
The system should also coordinate with to provide pertinent pharmaceuticals for an
health care reimbursement plans that may immediate response before the SNS may be
impact the ability of hospitals, outpatient realistically available.
centers and clinicians to respond efficiently
in the event of a major terrorist disaster. Consistent with concerns that have been
expressed about potential overuse of
Pharmaceutical Caches medical treatments for biological or chemical
Critical Benchmark#2-5:Establish local or exposures, adult and pediatric treatment
regional systems whereby pharmacies protocols must be consistent with generally
based in hospitals or otherwise participating accepted clinical recommendations, such as
in the local or regional health care response those promulgated by CDC and appropriate
plan have surge capacity to provide professional organizations.
pertinent pharmaceuticals in response to When planning for a response to likely
bioterrorism or other public health terrorist threats, priority should be given to
emergencies.
May 2,2003 Page 18
National Bioterrodsm Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
the following agents thought to be credible Inventory(VMI)arrangement to ensure that
threats:2 medications are in date.
• Viruses: smallpox, hemorrhagic fevers Consultation with CDC regarding
and equine encephalitides participation in the ChemPack program is
encouraged. This allows awardees to
• Bacteria:anthrax, plague, brucellosis,Q establish stocks of medications to be used in
fever and tularemia strategic locations in the event of a chemical
attack.
• Toxins: ricin, botulinum,staphylococcal
enterotoxin-B and T-2 mycotoxin Personal Protection and
• Terve agents:organophosphates, sarin, Decontamination
tabun, soman,VX Contingency plans for chemical and
radiological terrorism preparedness may be
• Respiratory agents:cyanide proposed after biological terrorism
preparedness is fully addressed as required
• Toxic_Industrial Chemicals: hydrofluoric under the authorizing legislation.
acid, isocyanates, methyl bromide
Critical Benchmark#2.6.Ensure adequate
• Radiation illness:acute manifestations, personal protective equipment(PPE)to
delayed complications protect 2501 or more health care personnel
per 1,000,000 population in urban areas,
Outright purchase of medications and and 125 or more health care personnel per
vaccines by the awardee using HRSA funds 1,000,000 population in rural areas, during a
should be limited to instances where stock biological, chemical or radiological incident.
rotation by participating pharmacies in their
normal course of business is possible to Critical Benchmark#2-7:Ensure that
avoid product expiration. However,the adequate portable or fixed decontamination
awardee may develop written agreements systems exist for managing 500 adult and
with local pharmacies to reimburse them for pediatric patients and health care workers
medications supplied in an emergency. per 1,000,000 population, who have been
exposed to biological, chemical or
The awardee may increase the par level of radiological agents.
necessary medications in hospitals and
other health care entities, to mitigate the The application should assess the
problem of outdated medications by rotating availability of personal protective and
them through the system to insure product decontamination equipment in the awardee
freshness. jurisdiction; and determine what unmet
needs exist in order to adequately protect
The awardee may enter into partnerships emergency medical responders in a terrorist
with local independent and chain incident. Awardees should determine how
pharmacies that are able to stock more than PPE and decontamination facilities will be
the usual par level of required medications allocated between rural and metropolitan
for daily needs. hospitals, to address possible contamination
There may be agreements with in both types of venue.
pharmaceutical wholesalers that can deal Describe which hospitals and other health
effectively with filling orders from their client care entities in the State will be targeted for
pharmacies in a terrorist emergency, by capital improvements for facilities capable of
arranging to have sufficient stocks on hand safe and effective decontamination of large
to meet emergency needs. numbers of adult and pediatric patients with
particulate biological, chemical or
There may be agreements with drug radiological exposures. Any such capital
wholesalers that offer a Vendor Managed improvements must be directly incident to
the installation of equipment to enhance
May 2,2003 Page 19
National Bloterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
preparedness for and response to such treatment plan and consistency of treatment
public health emergencies. provider.
Mobile decontamination facilities and supply Patients will include those directly impacted
caches may be funded to maximize benefit and at risk,their families,the concerned but
and cost-effectiveness. well,and responding health care workers.
It is important that equipment purchased define which hospitals or outpatient centers
under this priority is interoperable with will provide mental health services
equipment purchased with funds from DHS's appropriate to the aftermath of a terrorist
State Homeland Security Grant Program incident.
(SHSGP)for first responders.
Develop a listing of available behavioral
Mental Health health staff who are trained in incident stress
Important additions to this new cooperative management,
agreement are recommendations and Develop and disseminate mental health
requirements to address needs and direct messages to the population affected by a
activities to issues of psychological health terrorist attack.
and their behavioral manifestations. This
represents a strongly recognized need that Trauma and Burn Care Capacity
the Nation prepare to protect both the
physical and psychological health of those Injury due to explosive devices has been,to
potentially victimized by terrorism. date, the most common outcome of terrorist
attacks both globally and domestically, and
Most survivors of terrorism experience a is likely to continue to be so in the future.
variety of stress reactions. However, as Our nation must be prepared optimally for
many as one in three survivors develop this eventuality. One of the best ways to
critical symptoms, which if not addressed prepare for this is to support organized
can lead to chronic post-traumatic stress systems of trauma care. A trauma system
syndrome,anxiety and depression. can typically handle up to 10 major trauma
cases per day per million of population. But
Grltical Benchmark#2-8:Establish a this capacity would be severely strained in a
system that provides for a graded range of mass casualty incident due to terrorism.
acute psychosocial interventions and longer-
term
ongerterm mental health services to 5,000 adult The authorizing legislation provides for the
and pediatNc clients and health care workers development and implementation of the
per 1,000,000 population exposed to a trauma and burn care components to the
biological, chemical, radiological or State plans for provision of€mergency
explosive terrorist incident. medical services in the event of a terrorist
incident. There should be contingency plans
The primary goal of the acute psychosocial for terrorism preparedness involving mass
interventions is rapid return to functioning trauma or burn casualties, after biological
and return to the community, rather than terrorism preparedness is fully addressed as
diagnosis and treatment referral, required under the same law.
Interventions may range from incident-
specific technical education linked with Motional Benchmark#2-9:For awardees
psycho-education to group or one-on-one choosing to fund this section, enhance
acute psychological interventions. These statewide trauma care capacity to be able to
activities may occur within the physical respond to a mass casualty incident due to
space of the health care facility itself, or at a terrorism. This plan should ensure the
proximally located facility designed for this capability of providing trauma care to at
purpose. Longer-term care refers to those least 50 severely injured adult and pediatric
interventions that extend beyond the acute patients per million of population per day.
interventions described previously,and
therefore require full diagnostic evaluation,
May 2,2003 Page 20
National Bloterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
Briefly summarize the findings of the 2003 to hospitals,clinics, EMS systems and
HRSA Trauma-EMS program's trauma poison control centers,and the ability of the
system assessment(if done in the awardee statewide communication system to respond
jurisdiction),as they apply to mass explosive to overloading of standard telephone,
emergencies due to terrorism. cellular phone and radio communications
The work plan should take into account the during a terrorist incident.
need for general surgeons,pediatric It is important that equipment purchased
surgeons,trauma surgeons, neurosurgeons, under this priority area is interoperable with
orthopedic surgeons, other surgical equipment purchased with funds from DHS's
specialists,anesthesiologists,critical care State Homeland Security Grant Program
specialists, nurses and ancillary health care (SHSGP)for first responders.
personnel in implementing an effective
surgical and burn unit terrorism response Funding proposals for information
plan. technology must be consistent with the
approach and technical specifications
Resources may include, but are not limited contained in the Appendix to the FY 2003
to, metropolitan medical response systems, CDC guidance on the Public Health
disaster medical assistance teams, and Preparedness Program.
mobile surgical response teams.
Proposals under the HRSA cooperative
Regional plans may be proposed for agreement to enhance healthcare system
upgrading equipment or facilities to communication abilities must be clearly
accommodate mass surgical and burn distinguished from similar proposals that
casualties due to a terrorist incident. respond to the CDC guidance addressing
health department preparedness.
Communications and Information
Technology Prfotft A, 1rr er# r i y+ 1> of
Critical Benchmark#240. Establish a Servf
secure and redundant communications In no more than 5 pages,describe how the
system that ensures connectivity during a needs of emergency medical services
terrorist Incident between health care systems will be addressed in optimizing their
facilities and state and local health ability to respond to terrorist incidents. This
departments. proposal should take into consideration any
Describe what measures the awardee has issues identified in the Year 1 Progress
taken to ensure the vertical and horizontal Report, and the results of needs
connectivity and interoperability of its assessments done previously or in response
various information technology systems with to this guidance.
those of health departments, hospitals, Emergency medical services(EMS)systems
emergency medical services,emergency are an important component in a
management agencies,public safety comprehensive terrorism preparedness
agencies, neighboring jurisdictions and plan,especially in a chemical agent release
federal public health officials. or mass trauma scenario. An EMS system
The system should include: a)Internet can typically handle up to 200 emergencies
connectivity,b)electronic mail for per day per million of population. But this
notification of alerts and other critical capacity would be severely strained in a
communications,and c)radio backup for mass casualty incident due to terrorism.3
land-line and cellular phone systems that In the FY 2002 Bioterrorism Hospital
may be compromised during a terrorist Preparedness Program, EMS systems were
incident. eligible recipients of funding, but were
There should be a discussion of local and overshadowed by hospital needs due to the
State communications capabilities available limited funding and comprehensive
requirements of a bioterrorism response
May 2,2003 Page 21
National Bioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
plan. During the FY 2003 appropriationsp f `iNf
process, Congress specifically encouraged �` N . ,
HR SA to consider a statewide assessment . ...w
of emergency medical preparedness needs Hospital Laboratories
in the event of a public health emergency,
as well as a plan to address those needs as In no more than 5 pages,present a proposal
part of the State application for hospital to enhance the participation;of hospital
preparedness funds. laboratories in efforts led by the public
health departments. This proposal should
Crlt(cal Oonchmark#3:Develop a mutual take into consideration any issues identified
aid plan for upgrading and deploying FMS in the Year 1 Progress Report,and the
units in jurisdictions they do not normally results of needs assessments done
cover, in response to a mass casualty previously or in response to this guidance.
incident due to terrorism. This plan must
ensure the capability of providing EMS There is a need to enhance laboratory
coverage for at least 500 adult and pediatric capacity throughout the U.S.to diagnose
patients per 1,000,000 population per day. and report on biological and chemical
Tplan should take into consideration the agents used by terrorists. The intent of this
This
p section is took at hospital laboratories as
emergency medical services activities the they coordinate with those of public health
jurisdiction will be supporting through funds departments, in order to ensure optimal
from the Department of Homeland Security capacity to respond to terrorism, infectious
to avoid overlap and duplication of efforts. disease outbreaks,and other public health
There should be particular attention paid to emergencies.
EMS systems not traditionally included in
other funding streams, such as non-fire- Critical Benchmark#d-1.Implement a
based and college campus emergency hospital laboratory program that is
medical systems, coordinated with currently funded CLIC
laboratory capacity worts,and which
Awardees should discuss how planning at provides rapid and effective,hospital
both the level of their own jurisdiction and laboratory services responding to terrorism
the larger region will engage the rural and other public health emergencies.
volunteer EMS community on the response
plan for terrorism. The plan should focus on Level A
participation of hospital laboratories in the
For children, this plan should build upon Laboratory Response Network(LRN),with
projects funded through the HRSAIMCHB respect to weaponizable biological, chemical
EMS for Children Program but must not or radiological materials. The plan must be
supplant funding available under that coordinated with activities under CDC Focus
program. Areas C and D.
Resources may include Metropolitan Hospital laboratories should have protocols
Medical Response Systems(MMRS)or for referral of clinical samples and
Disaster Medical Assistance Teams associated information to LRN nodes that
(DMAT). have relevant analytical capabilities. Some
hospitals may choose to develop capacities
Areas of consideration in planning may to rule out bloterrorist pathogens of concern.
include personnel,training, communications,
equipment,and treatment protocols. The applicant may use funds to recruit and
train hospital laboratory personnel for this
To the extent justified by dedicated time purpose.
spent working on terrorism response, partial
salary and benefits of the awardee's EMS Awardees must establish procedures for
Medical Director may be supported under coordinating with public health laboratories
this cooperative agreement. to ensure a seamless screening,testing and
reporting hierarchy.
May 2,2003 Page 22
National Blotenorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
There should be a system for electronic definition for disease syndromes or
reporting of laboratory results to hospitals toxidromes suggesting a terrorist incident.
and clinicians that ensures rapid access to
critical diagnostic information. Please see To ensure accessibility and usefulness to all
the relevant Cross-Cutting Benchmark partners,systems should allow for electronic
elsewhere in this guidance. communication between rural and urban
hospitals,clinics,emergency medical
Where deemed appropriate by awardees services, poison control centers and public
who share common borders,there may be health agencies at all levels.
joint efforts to fund and implement a multi-
awardee plan for supporting regional 1rtrit�utft�i�
hospital laboratories capable of assisting in * ipalrct�easr�tr�fng
a biological, chemical or radiological ._.. ....... ._... . .
terrorism response. In no more than 5 pages, describe how
education and training needs of health care
Surveillance and Patient Tracking professionals involved in terrorism response
In no more than 5 pages,present a proposal will be met. This proposal should take into
to enhance the participation of health care consideration the issues identified in the
entities in surveillance efforts led by the Year 1 Progress Report, and the results of
public health departments. This proposal needs assessments done previously or in
should take into consideration any issues response to this guidance.
identified in the Year 1 Progress Report,and The strategy for education and
the results of needs assessments done preparedness training should clearly support
previously or in response to this guidance. the objectives of the awardee's overall
The purpose of this priority area is to expand terrorism preparedness program.
both rural and urban surveillance efforts at Training and education needs can be met
the hospital, outpatient and prehospital through partnerships with a variety of
levels,in coordination with what is being sources including the awardees of the
accomplished through the CDC terrorism HRSA Bureau of Health Professions
cooperative agreement at the public health Bioterrorism Training and Curriculum
department level. Thus,all efforts in this Development Program,the CDC Public
area must be done in coordination with Health Preparedness Program,the USPHS
efforts under CDC Focus Area B. However, Moble Training Center, and other
proposals under the HRSA cooperative appropriate agencies and professional
agreement to enhance health system organizations.
surveillance abilities must be clearly
distinguished from proposals responding to If educational needs for terrorism
the CDC guidance, preparedness cannot be met through these
Critical Benchmark#4-2:Enhance the programs,then it is appropriate to utilize
capability of rural and urban hospitals, Bioterrorism Hospital Preparedness
clinics, emergency medical services Program funds for this purpose.
systems and poison control centers to report Optional Benchmark#5:For awardees
syndromic and diagnostic data that is choosing to fund this section, develop
suggestive of terrorism to their associated education and training programs for adult
local and state health departments on a 24- and pediatric hospital, outpatient and
hour-a-day, 7-day-a-week basis. prehospital health care professionals
It is important for hospitals, laboratories, responding to a terrorist incident.
clinics, EMS systems and poison control These activities should be complementary to
centers to be able to participate with health those funded under the CDC cooperative
departments in prompt and uniform reporting agreement.
of all patients meeting the appropriate case
May 2,2003 Page 23
National€lioterrorlsm Hospital preparedness Program
Cooperative Agreement Guidance for FY 2003
A combination of approaches is encouraged, The inclusion of rural hospital personnel in
including traditional programs,web-based training efforts should be addressed
programs and other avenues. specifically.
Appropriate subject matter may include: To enhance participation,continuing
professional education credentialing should
• recognition and treatment of rare be sought for terrorism preparedness
diseases with bioterrorlsm potential programs developed locally.
• toxidromes of chemical warfare agents 1p�
� x �a�
• immediate and delayed manifestations
of radiation illness in no more than 5 pages,describe how the
• use of personal protective equipment work plan submitted in this grant application
will be tested in real life to ensure its
• decontamination and isolation practicability. This proposal should take into
consideration the issues identified in the
procedures Year 1 Progress Report, and the results of
• assessment and management of mass needs assessments done previously or in
trauma and burn casualties response to this guidance.
• distinguishing between the medical and in lieu of actual incidents requiring activation
psychiatric manifestations of of this program, it is important to define an
bio#errorism evaluation strategy that identifies operational
strengths and opportunities for improvement
• recognition, assessment and response through simulated exercises.
to the psychological and behavioral Many awardees have staged a variety of
manifestations of terrorism-generated community emergency exercises focusing
fear on biological and other terrorist threats over
• recognition and treatment of the acute the last year. It is critical that practical
and long-term psychosocial responses exercises continue that both reinforce
knowledge and uncover opportunities for
• unique pediatric issues affecting all of improvement in the written terrorism disaster
these subjects pian.
Critical Sen+chmark#S:As part of a written
Applicants may choose to fund systems to
support immediate information needs of evaluation strategy of the awardes's
clinicians caring for adult and pediatric program, conduct at least one bloterrorism
patients, serving as EMS medical control disaster exercise in the jurisdiction during
officers,or staffing poison control centers FY 2003 that covers a large-scale epidemic
during a terrorist incident,through such scenario affecting both adults and children.
mechanisms as web-based diagnostic and The biological disaster exercise must be of
treatment protocols or telephone sufficient intensity to challenge the
consultation. community's management and response
Funds may be used to enhance the ability of operations during the exercise, in a way
poison control centers to respond similar to what would be expected during an
immediately to requests for information from actual biological terrorist incident.
health care professionals and the general The exercise process must be documented
public following a terrorist incident. in an after-action report to be sent to the
Requests must not supplant funds available project officer, and must include an
through the HRSA Poison Control Center evaluation component that captures
Program for general operations. strengths and weaknesses in;a way that
promotes system improvement.
May 2,2003 mage 24
National Bioterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
Other terrorism disaster exercises are • Phone and electronic mail
encouraged, that cover large-scale
chemical, radiological and explosive For this cooperative agreement,awardee
scenarios. These exercises may be of direct operating costs may be budgeted at
similar intensity to that described above, or no more than 10% of direct costs.
may be tabletop exercises designed as
preliminary tests of the utility of the work Planning Costs
plan.
Costs attributable to planning and
Part C. Budget coordination for the State health department
and its contractors must be justified and
The work plan must also provide a budget reasonable. Examples of these costs
using the template in Appendix C. Include a include performance of awardee-wide needs
narrative justification for each line item. assessments and plan development. Like
operating costs,awardee-wide planning
Indirect Costs costs contracted to hospital associations or
other contractors will be treated as health
These are costs that are incurred for department costs,not as direct support to
common or joint objectives within an health care entities.
organization's budget,and therefore cannot
be identified readily and specifically with a Up to 10% of direct costs may be allocated
particular program. For example,the costs to awardee-wide planning efforts done by
of operating and maintaining facilities, the health department and its contractors.
depreciation, and administrative salaries are
generally treated as indirect costs. Implementation Costs
For this cooperative agreement, indirect These are expenses provided directly to
costs are budgeted at the state's pre- hospitals, outpatient facilities,emergency
negotiated rate, but at no more than 10%of medical services and poison control centers
the total award. for developing and implementing the priority
area plans. Planning and implementation
Awardee Operating Costs expenses borne by health departments and
their contractors for direct support of
Operating costs that can be specifically regional systems of care may also be
allocated to this program must be justified treated as implementation costs.
and reasonable. Since this program exists
primarily to support health care entities Examples of implementation expenses
directly in preparing for terrorism,contract include purchase of medications, personal
line items that provide support to the protective equipment, mobile
awardee through hospital associations and decontamination facilities or
the like are treated as extensions of health communications equipment either directly by
department operating costs,not as direct a health care entity or on behalf of it by the
health care entity support. Cost items may awardee or its contractors. Expenses of
include: putting on a disaster drill may also be
treated as implementation costs.
• Bioterrorlsm Preparedness Coordinator:
up to 1 full-time equivalent(FTE) Provide an itemized budget and justification
for the proposed distribution of funds to
• Medical Director: up to 1 (FTE) hospitals, outpatient facilities, EMS systems
and poison control centers,or to planning
• Professional and administrative staff and implementation costs borne by health
departments and their contractors in direct
• Traver expenses support of priority areas as described above.
• Meeting expenses At least 80% of the funds awarded for direct
costs must be clearly allocated to hospitals,
• Administrative equipment and supplies outpatient facilities, EMS systems and
May 2,2003 Page 25
National Bloterrorism Hospital Preparedness Program
Cooperative Agreement Guidance for FY 2003
poison control centers, through written References
contractual agreements or purchase orders.
Obligation of FY 2002 Funds ' L Garrett. Bidwar.•threatening biological
terrorism and public health. Betrayal of
Because of the rapidity of the distribution of trust:the collapse of global public health,
funds to awardees during FY 2002, many Hyperion, 2000, chapter 5, page 499.
jurisdictions are still in the process of
obligating funds for concrete implementation United States Army Medical Research
efforts. In order to justify distribution of FY Institute of Infectious Diseases
2003 funds, a line-item narrative describing (USAMRIID). Medical Management of
how FY 2002 funds have been obligated to Biowarfare Casualties. February 2000.
various priority areas must be presented. If
FY 2002 funds are still unobligated, FY 2003 3 Department of Health and Human
funds for similar priority areas will likely be Services. Health and Medical Response
awarded with a funding restriction attached. System:Response Team Description
This restriction will be lifted when FY 2002 Manual, May 1999.
implementation efforts on specific priority
areas are complete. Appendices
Part A Timeline Appendix A: U.S. Public Health Service
The application must include a timeline that grant application form 5161-1
describes the approach to development and Word/.doc download at
implementation of the mechanisms in each ftp://ftp.hrsa.gov/hr-sa/bioterrorlPHS-
priority area.This time line is to guide 5161-1.doc
implementation, and must have measurable Acrobat/.pdf download at
milestones to facilitate accountability.A • ftp://ftg.hrsa.poy/hrsa/bioterror/PHS-
narrative to how each of these priority areas 5161-1.0
will be coordinated with the appropriate CDC
focus areas to prevent overlap must also be Appendix B: Excel/.xis Year 1 Progress
included. Report template download at
• ttA)://ftp.hrsa.ciovlhrsa/bioterror/y.earl
report.xis
Appendix C: Excel/.xls Line Item Budget
template download at
ftp://ftp.hrsa.00v/hrsa/bioterror/buda
et.xis
Appendix D: Excel/.x€s Funding Table
download at
• ftp:/iftp.hrsa.gov/hrsa/bioterror/fundi
ngfy2003.xls
May 2,2003 Page 26
Centra
Costa
County
TO: BOARD OF SUPERVISORS .
FROM: Dennis M. Barry, AICP
Community Development Director
DATE: January 13, 2004
SUBJECT: CONTRACT WITH KEVEN ORMISTON FOR SPECIALIZED TECHNICAL
ADMINISTRATIVE COMPUTER CONTRACT SERVICES
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND ANIS JUSTIFICATION
RECOMMENDATIONS
Authorize the Community Development Director, or his designee,to execute',a contract with Leven
Ormiston for Department Computer and Information Technology Support in the amount of$62,000 for the
period from.January 16, 2004 through June 30, 2004.
FISCAL IMPACT
No impact to County General Fund. Costs are covered by the Community Development Department 03 i
04 budget from the overhead rate included as hart of the land development application processing fees.
BACKGROUND/REASONS FOR RECOMMENDATIONS
Mr. Ormiston provides specialized knowledge of Community Development's multiple
databases and links to the databases and computer networks in other departments. Specifically,
Mr. O nniston is currently planning and implementing the new CBIS database to link Community
Development dapping information with Assessor's and DO IT GIS data.. Additionally Mr.
Ormistion manages the existing network with links to Public Works&Building Inspection.
Mr. Oramiston`s knowledge and skills in seeking out and implementing innovative and cost
effective technology is critical in assuring that the department continues to have IT systems that
are responsive to our customers, staff and Web needs.
CONSEQUENCES OF NEGATIVE ACTION
The department cannot maintain and update Land Use information nor continue Land Use application
tracking and fee recovery without specialized technical computer support staff:
CONTINUED ON ATTACHMENT: X YES IGNATURE
,,- COMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD
COMMITTEE
sL_APPROVE OTHER
SIGNATURES
ACTION OF B , ON { P1ROVEI3 AS RECOMMENDED W OTHER
t
VOTE OF S RVISORS
E I HEREBY CER'T'IFY THAT THIS IS A
z: UNANIMOUS {ABSENT i TRUE AND CORRECT COPY OF AN
AYES: 1f6ES: ACTION TAKEN AND ENTERED ON THE
ABSENT: ABSTAIN: MINUTES OF THE BOARD OF
SUPER'V`ISOR.S,,,OX THE DATE SHOWN.
Orig: Judy Coons (925) 335-1287 ATTESTED
CC*. Community Development. Department kr#
Carol. Ramirez, Auditor--Controller JOHN SWEETEN, CLERK OF
County Administrator THE BOARD OF SUPERVISORS
Judy Coons (CDD) AND COUNTY ADMINISTRATOR.
BY /' DEPUTY
. � __.
Contra Costa County STANDARD CONTRACT Number Payroll
Standard Farm L-1 (Purchase of Services- Long Form.) Fund/Org# 3501
Revised 2002 Account #
Other',#
1. Contract Identification.
Department: Community Development Department
Subject: Departmental Information Technology Services
2. Parties. The County of Contra Costa, California(County),for its Department named above, and
the following named Contractor mutually agree and promise as follows:
Contractor: :KEVEN J. ORMISTON
Capacity: Individual
Address: 1341 San Lucas Dr. , Pittsburg, Ca. 94565
3. Term. The effective date of this Contract is January 16, 2004. It terminates on June 30, 2004
unless sooner terminated as provided herein.
4. Payment Limit. County's total payments to Contractor under this Contract shall not exceed
$ 62:$000.00.
6. County's Obligations. County shall make to the Contractor those payments described in the
Payment Provisions attached hereto which are incorporated herein by reference, subject to all the
terms and conditions contained or incorporated herein.
6. Contractor's +Obligations. Contractor shall provide those services and carry out that work
described in the Service Plan attached hereto which is incorporated herein by reference,subject to
all the terms and conditions contained or incorporated herein.
7. General and Special Conditions. This Contract is subject to the General Conditions and Special
Conditions (if any) attached hereto,which are incorporated herein by reference.
8. Project. This Contract implements in whole or in part the following described Project, the
application and approval documents of which are incorporated herein by reference:
N/A
L-1 (Page 1 of 2)
Contra Costa County STANDARD CONTRACT Number Payroll
Standard Form L-i (Purchase of Services - Long Form)
Revised 2002
9. Legal Authority. This Contract is entered into under and subject to the following legal
authorities:
California Government Code Section 3 .000.
lo. Signatures. These signatures attest the parties' agreement hereto.
COUNTY OF CONTRA COSTA CALIFORNIA
BOARD OF SUPERVISORS ATTEST: Clerk of the Board of Supervisors
By By .
ri
air n esigneeDe
puty
CONTRACTOR
Name of busiiqess a ty Name of business e rty
, ' o -
yz
{ By
(Print name and A, if applicable) �-�-
(Pri t name and title B, if appl cable)
Nate to Contractor:For Corporations(profit or nonprofit),the contract must be signed by two officers. Signature A must be
that of the president or vice-president and Signature B must be that of the secretary or assistant secretary(Civil Code Section
1190 and Corporations Code Section 313). All signatures must be acknowledged as set forth on Form L-2.
L-1 (Page 2 of 2)
Contra Costa County APPRO VAL IACKNOWLEDGMT ENT Number
Standard Form L-2 (Purchase,of Services -Long Form)
Revised 2002
APPROVALS
RECOMMENDED BY DEPARTMENT FORM APPROVED
COUNTY COUNSEL
By: By: �-
Desi e 4Deputy
APPROVED: COUNTY.ADMINISTR.ATOR.
By:
D signee
ACKNOWLEDGMENT
STATE OF CALIFORNIA. }
} ss.
COUNTY OF CONTRA COSTA }
On ,before me,
insert name and title of the officer}, personally appeared
_ personally known to me (or proved to me on the basis
of satisfactory evidence)to be the person(s)whose name(s)is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
WITNESS MY NAND AND OFFICIAL SEAL.
(Seal)
Signature
ACKNOWLEDGMENT(ley Corporation,Pamiership,or Iiydividual)
(Civil Code§1169)
L-2 (Page 1 of 1)
Contra Costa County PAYMENT PROVISIONS Number Payroll
Standard Form P-1 (Fee Basis Contracts_Long and Short Form)
Revised 2002
l. Payment Amounts. Subject to the Payment Limit of this Contract and subject to the following Payment
Provisions, County will pay Contractor the following fee as full compensation for all services, work,
expenses or costs provided or incurred by Contractor:
[Check one alternative only.]
(l a. $ monthly, or
Ob. $ per unit, as defined in the Service Plan, or
c. $ after completion of all obligations and conditions herein.
Z d. Other: $52.50 per unit, as defined in Service Plan.
2. Payment Demands.Contractor shall submit written demands for payment on County Demand Form D-15 in
the manner and form prescribed by County. Contractor shall submit said demands for payment no later than
30 days from the end of the month in which the contract services upon which such demand is based were
actually rendered. Upon approval of payment demands by the head of the County Department for which this
Contract is made, or his designee, County will make payments as specified in Paragraph 1. (Payment
Amounts) above.
3. Penalty for Late Submission. If County is unable to obtain reimbursement from the State of California as a
result of Contractor's failure to submit to County a timely demand for payment as specified in Paragraph 2.
(Payment Demands)above,County shall not pay Contractor for such services to the extent County's recovery
of funding is prejudiced by the delay even though such services were fully provided.
4. Right to Withhold. County has the right to withhold payment to Contractor when,in the opinion of County
expressed in writing to Contractor, (a) Contractor's performance, in whole or in part, either has not been
carried out or is insufficiently documented, (b) Contractor has neglected, failed or refused to furnish
information or to cooperate with any inspection, review or audit of its program, work or records, or (c)
Contractor has failed to sufficiently itemize or document its demand(s) for payment.
5. Audit Exceptions. Contractor agrees to accept responsibility for receiving,replying to, and/or complying
with any audit exceptions by appropriate county, state or federal audit agencies resulting from its
performance of this Contract. Within 30 days of demand, Contractor shall pay County the full amount of
County's obligation,if any,to the state and/or federal government resulting from any audit exceptions,to the
extent such are attributable to Contractor's failure to perform properly any of its obligations under this
Contract.
Initials:
C ctor', County bept.
Form P-1 (Page 1 of 1)
Contra Costa County SERVICE PLAN OUTLINE Number Payroll
Standard Form L-3 (Purchase of Services - Long Form)
Revised 2002
SERVICE PLAN
I. Contractor's Obligations:
1. Contractor will provide County with specialized computer network administration services
including,but not limited to,the following:
i. Plan and implement the new Geographic Information System(GIS)database to link
Community Development Mapping information with Assessor's and Department Of
Information Technology GIS data.
ii. Manage the existing network with links to Public Works&Building Inspection.
iii. Seek out and implement innovative and cost effective technology that is critical in assuring
that the department continues to have Information Technology systems that are responsive to
our customers, staff and Web needs.
iv. Other duties as assigned.
1I County's Obligations:
Payment Provisions: Subject to the payment limit,County will pay Contractor for services rendered under
the contract at the following rates:
Information Technology consultant $52.50/hr up to a maximum of$61,750.00
Travel Expenses Up to a maximum of$250.00
Subject to the Payment Limit,the Department may choose to adjust this budget by written memo.
Initials: r
In/
Con a r County D t.
L-3 (Page 1 of 1)
Contra Costa County Payroll
Standard Form L-4
Revised 2002 SPECIAL CONDITIONS
(Purchase of Services - Long Form)
1. Withholding and FICA Deductions. Notwithstanding Paragraph 14 of the
General Conditions of the Standard Contract (Purchase of Services - Long Form), or
Paragraph 10 of the Standard Contract (Purchase of Services - Short Form), for purposes
of withholding state and federal taxes and Social Security only from payments due, the
Auditor-Controller will make deductions for these purposes. Contractor is not a County
employee. Contractor further understands that County has no obligation to provide,
and Contractor will not be provided fringe benefits, including but not limited to,
vacation, sick leave, retirement, and health plan coverage. County will provide worker's
compensation coverage and unemployment insurance if County has the right to control
the way in which Contractor's work is done.
2. Insurance. Paragraph ig (Insurance) of the General Conditions is hereby deleted
in its entirety and replaced with a new Paragraph to read as follows:
"1q. Automobile Insurance. During the entire term of this Contract and any
extension or modification thereof, Contractor shall keep in effecta policy or
policies of motor vehicle liability insurance for any use Contractor makes of a
private automobile in the performance of this Contract, as required by State law.
Not later than the effective date of this Contract, Contractor shall provide County
with a certificate(s) of insurance evidencing the above liability insurance."
InitiVs *
r County
Form L-4 (Page 1 of 1)
Contra Costa County GENERAL CONDITIONS
Standard Forth L-5 (Purchase of Services-Long Form)
Revised 2002
1. Compliance with Law. Contractor shall be subject to and comply with all applicable federal,state and local laws
and regulations with respect to its performance under this Contract, including but not limited to,licensing,employment
and purchasing practices; and wages,hours and conditions of employment,including nondiscrimination.
2. Inspection. Contractor's performance, place of business and records pertaining to this Contract are subject to
monitoring, inspection, review and audit by authorized representatives of the County, the State of California, and the
United States Government.
3. Records. Contractor shall keep and make available for inspection and copying by authorized representatives of the
County, the State of California, and the United States Government, the Contractor's regular business records and such
additional records pertaining to this Contract as may be required by the County.
a. Retention of Records. Contractor shall retain all documents pertaining to this Contract for five years from the
date of submission of Contractor's final payment demand or final Cost Report;for any further period that is required
by law, and until all federal/state audits are complete and exceptions resolved for this contract's funding period.
Upon request,Contractor shall mare these records available to authorized representatives of the County,the State of
California,and the United States Government.
b. Access to Books and Records of Contractor,Subcontractor. Pursuant to Section 1861(v)(1)of the Social
Security Act, and any regulations promulgated thereunder, Contractor shall, upon written request and until the
expiration of four years after the furnishing of services pursuant to this Contract,make available to the County,the
Secretary of Health and Human Services,or the Comptroller General,or any of their duly authorized representatives,
this Contract and books,documents,and records of Contractor necessary to certify the nature and extent of all costs
and charges hereunder.
Further, if Contractor carries out any of the duties of this Contract through a subcontract with a value or cost of
$10,000 or more over a twelve-month period,such subcontract shall contain a clause to the effect that upon written
request and until the expiration of four years after the furnishing of services pursuant to such subcontract, the
subcontractor shall make available to the County, the Secretary, the Comptroller General, or any of their duly
authorized representatives, the subcontract and books, documents, and records of the subcontractor necessary to
verify the nature and extent of all costs and charges thereunder.
This special condition is in addition to any and all other terns regarding the maintenance or retention of records
under this Contract and is binding on the heirs, successors, assigns and representatives of Contractor.
4. Reporting Requirements. Pursuant to Government Code Section 7550,Contractor shall include in all documents or
written reports completed and submitted to County in accordance with this Contract,a separate section listing the numbers
and dollar amounts of all contracts and subcontracts relating to the preparation of each such document or written report.
This section shall apply only if the payment limit under this Contract exceeds$5,000.
5. Termination and Cancellation.
a. Written Notice. This Contract maybe terminated by either parry,in its sole discretion,upon thirty-day advance
written notice thereof to the other, and may be cancelled immediately by written mutual consent.
L-5 (Page l of 6)
Contra Costa County GENERAL CONDITIONS
Standard Form L-5 (Purchase of Services-Long Farm)
Revised 2002
b. Failure to Perform. County, upon written notice to Contractor, may immediately terminate this Contract
should Contractor fail to perform properly any of its obligations hereunder. In the event of such termination,County
may proceed with the work in any reasonable manner it chooses. The cost to County;of completing Contractor's
performance shall be deducted from any sum due Contractor under this Contract,without prejudice to County's rights
to recover damages.
c. Cessation of Funding. Notwithstanding Paragraph 5.a. above, in the event that federal, state, or other non-
County funding for this Contract ceases, this Contract is terminated without notice.
6. Entire Agreement. This Contract contains all the terms and conditions agreed upon by the parties. Except as
expressly provided herein,no other understanding,oral or otherwise,regarding the subject matter ofthis Contract shall be
deemed to exist or to bind any of the parties hereto.
7. Further Specifications for Operating Procedures. Detailed specifications of operating procedures and budgets
required by this Contract,including but not limited to,monitoring,evaluating,auditing,billing,or regulatory changes,may
be developed and set forth in a written Informal Agreement between Contractor and County.', Informal Agreements shall
be designated as such and shall not be amendments to this Contract except to the extent that they further detail or clarify
that which is already required hereunder. Infoinial Agreements may not enlarge in any manner the scope of this Contract,
including any sums of money to be paid Contractor as provided herein. Informal Agreements maybe approved and signed
by the head of the county department for which this Contract is made or its designee.
8. Modifications and Amendments.
a. General Amendments. This Contract may be modified or amended by a written document executed by
Contractor and the Contra Costa County Board of Supervisors or, after Board approval,by its designee, subject to
any required state or federal approval.
b. Administrative Amendments. Subject to the Payment Limit,the Payment Provisions and the Service flan may
be amended by a written administrative amendment executed by Contractor and the County Administrator (or
designee), subject to any required state or federal approval,provided that such administrative amendment may not
materially change the Payment Provisions or the Service Plan,
9. Disputes. Disagreements between County and Contractor concerning the meaning,requirements,or performance of
this Contract shall be subject to final written detennination by the head of the county department for which this Contract is
made, or his designee, or in accordance with the applicable procedures (if any) required by the state or federal
government.
10. Choice of Law and Personal Jurisdiction.
a. This Contract is made in Contra Costa County and shall be governed and construed in accordance with the laws
of the State of California.
L-5 (Page 2 of 6)
Initials:
Contractor County Dept.
Contra Costa County GENERAL CONDITIONS
Standard Form L-5 (Purchase of Services-Long Form)
Revised 2002
b. Any action relating to this Contract shall be instituted and prosecuted in the courts of Contra Costa County,State
of California.
11. Conformance with Federal and State Regulations and Laws. Should federal or state regulations or laws touching
upon the subject of this Contract be adopted or revised during the term hereof,this Contract shall be deemed amended to
assure conformance with such federal or state requirements.
12. No Waiver by County. Subject to Paragraph 9.(Disputes)of these General Conditions,inspections or approvals,or
statements by any officer,agent or employee of County indicating Contractor's performance or any part thereof complies
with the requirements of this Contract,or acceptance of the whole or any part of said performance,or payments therefor,
or any combination of these acts,shall not relieve Contractor's obligation to fulfill this Contract as prescribed;nor shall the
County be thereby estopped from bringing any action for damages or enforcement arising from any failure to comply with
any of the terms and conditions of this Contract.
13. Subcontract and Assi nment. This Contract binds the heirs,successors,assigns and representatives of Contractor.
Prior written consent of the County Administrator or his designee, subject to any required state or federal approval, is
required before the Contractor may enter into subcontracts for any work contemplated under this Contract,or before the
Contractor may assign this Contract or monies due or to become due,by operation of law or otherwise.
14. Independent Contractor Status. This Contract is by and between two independent contractors and is not intended
to and shall not be construed to create the relationship between the parties of agent,servant,employee,partnership,joint
venture or association.
15. Conflicts of Interest. Contractor,its officers,partners,associates,agents,and employees,shall not make,participate
in making, or in any way attempt to use the position afforded them by this Contract to influence any governmental
decision in which they know or have reason to know they have a financial interest under California Government Code
Sections 87100, et seq., or otherwise.
16. Confidentiality. Contractor agrees to comply and to require its officers,partners,associates,agents and employees
to comply with all applicable state or federal statutes or regulations respecting confidentiality,including but not limited to,
the identity of persons served under this Contract, their records, or services provided them,and assures that:
a. All applications and records concerning any individual made or kept by Contractor or any public officer or
agency in connection with the administration of or relating to services provided under this Contract will be
confidential,and will not be open to examination for any purpose not directly connected with the administration of
such service.
b. No person will publish or disclose or permit or cause to be published or disclosed,any list of persons receiving
services,except as may be required in the administration of such service. Contractor agrees to inform all employees,
agents and partners of the above provisions, and that any person knowingly and intentionally disclosing such
information other than as authorized by law may be guilty of a misdemeanor.
L-5 (Page 3 of 6)
Initials:
Contractor County Dept.
Contra Costa County GENERAL CONDITIONS
Standard Form L-5 (Purchase of Services-Long Farm)
Revised 2002
17. Nondiscriminatory Services. Contractor agrees that all goods and services under this Contract shall be available to
all qualifier)persons regardless of age,sex,race,religion,color,national origin,ethnic background,disability,or sexual
orientation, and that none shall be used, in whole or in part, for religious worship or instruction.
18. Indemnification. Contractor shall defend,indemnify,save,and hold harmless County and its officers and employees
from any and all claims,costs and liability for any damages,sickness,death,or injury to person(s)or property,including
without limitation all consequential damages,from any cause whatsoever arising directly or indirectly from or connected
with the operations or services of Contractor or its agents, servants, employees or subcontractors hereunder, save and
except claims or litigation arising through the sole negligence or sole willful misconduct of County or its officers or
employees. Contractor will reimburse County for any expenditures, including reasonable attorneys' fees, County may
make by reason of the matters that are the subject of this indemnification, and, if requested by County,will defend any
claims or litigation to which this indemnification provision applies at the sole cost and expense of Contractor.
19. Insurance. During the entire term of this Contract and any extension or modification thereof,Contractor shall keep
in effect insurance policies meeting the following insurance requirements unless otherwise expressed in the Special
Conditions:
a. Liability Insurance. For all contracts where the total payment limit of the contract is $500,000 or less,
Contractor shall provide comprehensive liability insurance, including coverage for owned and non-owned
automobiles,with a minimum combined single limit coverage of$500,000 for all damages,including consequential
damages,due to bodily injury, sickness or disease, or death to any person or damage to or destruction of property,
including the loss of use thereof,arising from each occurrence. Such insurance shall be endorsed to include County
and its officers and employees as additional insureds as to all services performed by Contractor under this agreement.
Said policies shall constitute primary insurance as to County,the state and federal governments,and their officers,
agents,and employees,so that other insurance policies held by them or their self-insurance program(s)shall not be
required to contribute to any loss covered under Contractor's insurance policy or policies. For all contracts where the
total payment limit is above$500,000, the aforementioned insurance coverage to be provided by Contractor shall
have a minimum combined single limit coverage of$1,000,000,and Contractor shall be required to provide County
with a copy of the endorsement making the County an additional insured on all general liability, worker's
compensation, and, if applicable, all professional liability insurance policies as required herein no later than the
effective date of this Contract.
b. Workers' Compensation. Contractor shall provide workers' compensation',insurance coverage for its
employees.
c. Certificate of Insurance. The Contractor shall provide the County with (a) certificate(s) of insurance
evidencing liability and worker's compensation insurance as required herein no later than the effective date of this
Contract. If the Contractor should renew the insurance policy(ies)or acquire either a new insurance policy(ies)or
amend the coverage afforded through an endorsement to the policy at any time during the term of this Contract,then
Contractor shall provide(a)current certificate(s) of insurance.
d. Additional Insurance Previsions. The insurance policies provided by Contractor shall include a provision for
thirty(30)days written notice to County before cancellation or material change of the above specified coverage.
L-5 (Page 4 of 6)
Initials:
Contractor County Dept.
Contra Costa County GENERAL CONDITIONS
Standard Form'L-5 (Purchase of Services-Long Form)
Revised 2002
20. Notices. All notices provided for by this Contract shall be in writing and may be delivered by deposit in the United
States mail,postage prepaid. Notices to County shall be addressed to the head of the county department for which this
Contract is made. Notices to Contractor shall be addressed to the Contractor's address designated herein. The effective
date of notice shall be the date of deposit in the mails or of other delivery, except that the effective date of notice to
County shall be the date of receipt by the head of the county department for which this Contract is made.
21. Primacy of General Conditions. Except for Special Conditions which expressly supersede General Conditions,the
Special Conditions(if any)and Service flan do not limit any term of the General Conditions.
22. Nonrenewal. Contractor understands and agrees that there is no representation,implication,or understanding that
the services provided by Contractor under this Contract will be purchased by County under a new contract following
expiration or termination of this Contract, and waives all rights or claims to notice or hearing respecting any failure to
continue purchasing all or any such services from Contractor.
23. Possessory Interest. If this Contract results in Contractor having possession of,claim or right to the possession of
land or improvements,but does not vest ownership of the land or improvements in the same person,or if this Contract
results in the placement of taxable improvements on tax exempt land (Revenue &Taxation Code Section 107), such
interest or improvements may represent a possessory interest subject to property tax,and Contractor maybe subject to the
payment of property taxes levied on such interest. Contractor agrees that this provision complies with the notice
requirements of Revenue&Taxation Code Section 107.6,and waives all rights to further notice or to damages under that
or any comparable statute.
24. No Third-Party Beneficiaries. Notwithstanding mutual recognition that services under this Contract may provide
some aid or assistance to members of the County's population, it is not the intention of either County or Contractor that
such individuals occupy the position of intended third-party beneficiaries of the obligations assumed by either party to this
Contract.
25. Co„pyriUhts and RIP—lits in Data. Contractor shall not publish or transfer any materials produced or resulting from
activities supported by this agreement without the express written consent of the County Administrator. If any material is
subject to copyright,County reserves the right to copyright,and Contractor agrees not to copyright,such material. If the
material is copyrighted,County reserves a royalty-free,nonexclusive,and irrevocable license to reproduce,publish,and
use such materials, in whole or in part, and to authorize others to do so.
26. Endorsements. Contractor shall not in its capacity as a contractor with Contra Costa County publicly endorse or
oppose the use of any particular brand name or commercial product without the prier approval of the Board of
Supervisors. In its County contractor capacity,Contractor shall not publicly attribute qualities or lack of qualities to a
particular brand name or commercial product in the absence of a well-established and widely accepted scientific basis for
such claims orwithout the prior approval of the Board of Supervisors. In its County contractor capacity,Contractor shall
not participate or appear in any commercially produced advertisements designed to promote a particular brand name or
commercial product, even if Contractor is not publicly endorsing a product, as long as the Contractor's presence in the
advertisement can reasonably be interpreted as an endorsement of the product by or on behalf of Contra Costa County.
L-5 (Page 5 of 6)
Initials:
Contractor County Dept.
Contra Costa County GENERAL CONDITIONS
Star..datd Form L-5 (Purchase of Services-Long Form)
Revised 2002
Notwithstanding the foregoing, Contractor may express its views on products to other contractors, the Board of
Supervisors, County officers, or others who may be authorized by the Board of Supervisors or by law to receive such
views.
27. Required Audit. (A)If Contractor is funded by$300,040 or more in federal grant funds in any fiscal year from any
source,Contractor shall provide to County at Contractor's expense an audit conforming to the requirements set forth in the
most current version of Office of Management and Budget Circular A-133. (B) If Contractor is funded by less than
$300,400 in federal grant funds in any fiscal year from any source,but such grant imposes specific audit requirements;
Contractor shall provide to County an audit conforming to those requirements. (C)If Contractor is funded by less than
$300,000 in federal grant funds in any fiscal year from any source,Contractor is exempt from federal audit requirements
for that year,however,Contractor's records must be available for and an audit may be required by,appropriate officials of
the federal awarding agency,the General Accounting Office(CAO),the pass-through entity and/or the County. If any
such audit is required,Contractor shall provide County with such audit. With respect to the;audits specified in(A),(B)
and(C) above,Contractor is solely responsible for arranging for the conduct of the audit,and for its cost. County may
withhold the estimated cost of the audit or 10 percent of the contract amount, whichever is urger, or the final payment,
from Contractor until County receives the audit from Contractor.
28. Authorization. Contractor, or the representative(s) signing this Contract on behalf of Contractor, represents and
warrants that it has full power and authority to enter into this Contract and perform the obligations herein.
L-5 (Page 6 of 6)
Initials:
Contractor County Dept.
TO: BOARD OF SUPERVISORS % , '. Contra
_ Costa
FROM: John Cullen, Director :+
Employment and Human Services Dunty
DATE: December 15, 2003
SUBJECT: APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to
EXECUTE the contract with the National Council on Crime and Delinquency(#21-199-0) in the
amount up to$67,500 for SafeMeasures quality assurance reporting service during the period
January 13, 2004 through January 12,2006.
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDED AC.TIQN:
APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to EXECUTE the
contract with the National Council on Crime and Delinquency(#21-199-0) in the amount up to $67,500 for
SafeMeasures quality assurance reporting service during the period January 13, 2004 through January 12, 2006.
FIN A Nt``I AL IMEAA�`"T`
$67,500 Administrative Overhead Casts: 20% County($13,500); 40% State($27,000); 40%Federal ($27,000).
R ACKGROI3
SafeMeasures on the Internet is a quality assurance reporting service developed by the Children's Research
Center, a division of the National Council on Crime and Delinquency. SafeMeasures develops and produces bi-
weekly reports from data collected and analyzed from the County's Child Welfare Services Case Management
System(CWS/CMS) and links this data to key federal, state, and local performance standards and outcome
measures. SafeMeasures analyzes and displays data from all program areas including Referrals and
Investigations, In-Horne (Child Protective Services) and Out-of-Home (Foster Care) services thereby providing
agencies information necessary to track compliance with federal and state standards and to identify out-of-
compliance
ut-ofcompliance cases for corrective action.
The department's Children and Family Services Bureau tested SafeMeasures during a three-month pilot project
and determine the product to be user-friendly and cost-effective. Currently, twelve counties are using this
specialized product and several others are testing it. Additionally, SafeMeasures is the product used by the State
for auditing purposes.
CONTINUED ON ATTACHMENT: YES SIGNATURE: {
__ iECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
�-A7PPROV E OTHER
SIGNATURE 5:
ACTION OF B( ARO ON 1 ,f t . t APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISC.IKS
UNANIMOUS I HEREBY CERTIFY THAT THIS IS A TRUE
(ABSBNT__IV_) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES:--) AND EN'T'ERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN; y OF SUPERVISORS O1>THE DATE SHOWN.
ATTESTED ''lkle.
JOAN SWEETEN,CLE, K OF THS BOARD OF t
SUPERVISORS AND COUNTY ADMINISTRATOR
Contact: DON CRLZE 3-1582
MANNA FABELLA 3-1583 �
EHSD(CONTRACTS UNIT)-SP a
. i _ �
COUNTY ADiYIII"�IISTRATOI2 BY w.� � .DEPUTY
AUDITOR-CONTROLLER
PAM WILSON 3-1512
CONTRACTOR
.r. Centra
TO: BOARD OF SUPERVISORS }
CostaFROM: Sohn Cullen, Director ��r1t�/
Employment and Human Services Department ,
020—
Bob Canter, Executive Director +!/
Workforce Development Board
DATE: December 22,2003
SUBJECT: APPROVE and AUTHORIZE the Director, Employment&Human Services Department, or
designee,on behalf of the Workforce Development Board, to EXECUTE a contract(#18-020-6)
with Oakland Private Industry Council, Inc. (OPIC)to Increase the contract amount by$275,000
for a nein total contract amount of$775,000 for contracting and pay agent for training vendor
services for the period from July I, 2003 through June 30, 2004.
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
APPROVE, and AUTHORIZE the Director, Employment&Duman Services Department, or designee, on
behalf of the Workforce Development Board, to EXECUTE, a contract(#18-020-6)with Oakland Private
Industry Council, Inc. (OPIC)to Increase the contract amount by$.275,000 for a neve total contract amount of
$775,000 for contracting and pay agent for training vendor services for the period from July 1, 2003 through
June 30, 2004.
FINANCIAL IMPACT-'
$275,000; 100%Federal ($50,000 Nurses Workforce Initiative Grant; $50,000 H1B Technical Shills Training
Grant; $175,000 Regional Technology Grant)
CH11,.DR N1v, IMPACT:S.'T"AT.EI FN:E:
This action will directly support the third outcome, "Families that are Economically Self-Sufficient". The
Contractor will act as contracting and pay agent for training vendors who will provide]job training and skills
upgrades to Employment and Human Services Department clients.
RAC-KGRQI JND-
In Spring 2000,the EASTBAY Works Consortium, of which the Workforce Development Board of Contra
Costa(WDB) is a member, elected Oakland Private Industry Council, Inc. (OPIC), a member organization, to
serve as procurement and pay agent for training vendors on behalf of all EASTBAY Works partner agencies. In
this capacity, OPIC is responsible for contracting With and paying training vendors for WIA-related training
activities on behalf of WDB. This Board Order will authorize EHSD to continue services provided by OPIC
under this contract.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
r
"RECOMMENDATION OF COUNTY ADMINISTRATOR _-__RECOMMENDATION OF BOARD COMMITTEE
"1�PPROVE _ OTHER
d
SIGNAT#JRE S :'�� r ...-•r'`
ACTION OF BOAAD)bN !A/,,- r{ APPROVED AS RECOMMENDED OTHER
S s
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS 13 A TRUE
X�UNANIMOUS
(ABSEN.C�N,�� ,_e,__) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: ANIS ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: --- OF SUPERVISORS ON THE DACE SHOWN.
ATTESTED i. !
JOHN SWEETEN C4,011K OF TH0BOARD OF j
SUPERVISORS AND COUNTY A,DMINISTRAT611
Contact:
Cc: WENDY THERRIAN--EHSD
EHSD(CONTRACTS UNIT)-EB
COUNTY ADMINISTRATOR BY ,DEPUTY
AUDITOR-CONTROLLER
CONTRACTOR