HomeMy WebLinkAbout2009 preparedness grant fundsJANUARY 13, 2009 09 -02 RESOLUTION
(CARRIED 7 -0 LOST LAID OVER WITHDRAWN )
PURPOSE: APPROVAL OF AGREEMENT WITH STATE DIVISION OF
PUBLIC HEALTH TO ACCEPT 2009 PREPAREDNESS GRANT
FUNDS
INITIATED BY: DEPARTMENT OF COMMUNITY DEVELOPMENT/
HEALTH SERVICES DIVISION
BE IT RESOLVED by the Common Council of the City of Oshkosh that the
proper City officials are hereby authorized and directed to approve and accept a grant
from the State of Wisconsin Division of Public Health, for public health nursing related
activities and participation in local and regional preparedness activities.
BE IT FURTHER RESOLVED by the Common Council of the City of Oshkosh
that the proper City officials are hereby authorized and directed to execute any and all
documents and assurances required by the State of Wisconsin Division of Public Health
for purposes of same.
0
Honorable Mayor and Members of the Common Council
FROM Paul Spiegel
-Health Director
DATE: December 12, 2008
RE: ;Public Health Preparedness Contract Agreement 2009
BACKGROUND
Council is being asked to authorize. the City to enter into an agreement with the Division of Public
Health of the Department of Health Services that will enable the Health Services Division to receive
funding for the period of January "l 2009 through December 31, 2009.
The Health Services Division has received similar preparedness funding for the last seven years that
has been utilized to increase our capacity to respond to emergencies. The grant funds have also
allowed the Division to develop plans, hold table -top and functional exercises, create and/or purchase
educational materials, and work with partners to assist them in increasing their level of
emergency preparedness.
In the coming year the Division will be granted $48,926. During the grant cycle the money will be
used to continue our planning process both internally and with community partners, participate in
exercises, develop an integrated public health response targeting at- risk - populations, and staff's level
of competency to sixteen standards set by the Centers for Disease Control.
ANAL
This is an annual noncompetitive grant opportunity for the city to enhance its abilities to respond to
natural and man -made disasters. This grant funds a part-time public health nurse and office assistant
that directly assist the Health Director in accomplishing State mandated plan development, exercises,
community collaboration, and education and outreach to city staff and the citizens.
FISCAL IMPACT
The activities that are proposed to be undertaken will enable the community to be better prepared in
dealing with emergencies. By tapping available grant funds the City does not have to utilize its budget
resources for these activities.
RECOMMENDATION
Council is being asked to authorize the City to enter into the above grant agreement.
Ap roved Approved,
a son Ki y City Manager
irector, Co munity Development
9Npr
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OfHKOlH
ON THE WATER
TO: Honorable Mayor and Members of the Common Council
FROM: Paul Spiegel
Health Director
DATE: December 12, 2008
RE: Public Health Preparedness Contract Agreement 2009
BACKGROUND
Council is being asked to authorize the City o enter into an agreement with the Division of
Public Health of the Department of Health Services that will enable the Health Services Division
to receive funding for the period of January 1, 2009 through December 31, 2009.
The health Services Division has received similar preparedness funding for the last seven years
that has been utilized to increase our capacity to respond to emergencies. The grant funds have
also allowed the division to develop plans, hold table -top and functional exercises, create and/or
purchase educational materials, and work with community partners to assist them in increasing
their level of emergency preparedness.
In the coming year the division will be granted $48,926.00. During this grant cycle the money
will be used to continue our planning process both internally and with community partners,
participate in exercises, develop an integrated public health response targeting at -risk-
populations, and staff's level of competency to sixteen standards set by the Centers for Disease
Control.
ANALYSIS
This is an annual noncompetitive grant opportunity for the city to enhance its abilities to respond
to natural and man -made disasters. This grant funds a part-time public health nurse and office
assistant that directly assist the Health Director in accomplishing stat mandated plan
development, exercises, community collaboration, and education and outreach to city staff and
the citizens.
FISCAL IMPACT
The activities that are proposed to be undertaken will enable the community to be better prepared
in dealing with emergencies. By tapping available grant funds the City does not have to utilize its
budget resources for these activities.
RECOMMENDATION
Council is being asked to authorize the City to enter into the above grant agreement.
Respectively Submitted;
Approved,
Paul Spiegel
City Manager
Spiegel, Paul
From: Bayou, Billee L - DHS [ Billee.Bayou @dhs.wisconsin.gov]
Sent: Friday, November 21, 2008 3:31 PM
To: Spiegel, Paul
Cc: Nelson, Susan L - DHS
Subject: Preparedness Contract 16889
Attachments: 16889 PHPCDC OshkoshCo09.doc; 16889 Exhibits.pdf
16889 PHPCDC 16889 Exhibits.pdf
)shkoshCo09.doc (.. (37 KB)
Greetings Contract Administrator,
In an effort to streamline the contracting process and to reduce operating costs, we are
now sending contracts via email.
Please print a hard copy of the attached contract and exhibits for your file and return
only: 2 signed, signature pages (the last page of your contract) to me at:
Division of Public Health
Attn: Billee Bayou
1 West Wilson Street, Room 250
PO Box 2659
Madison, WI 53701 -2659
if there are errors on the first page of the contract, please correct by crossing out the
error, writing in the correction, and writing your initials beside the correction. Send
two corrected first pages along with both of your signed signature pages.
After both signature pages have been signed by the DPH Administrator I will return one
signed signature page, and one DPH initialed corrected first page to you for your records
via the postal service.
If you have any questions please let me know.
Thanks so much,
Billee
Billee Bayou
i Division of Public Health
Public Health Preparedness Unit
U,7EAVR Administrator
WI Medical Reserve Corps Units Coordinator
i W. Wilson Street
PO BOX 2659
Madison, WI 53701 -2659
Phone (608) 266 -3558
Email: Billee.Bayou @dhs.wisconsin.gov
-k ,�* k# k:k**
NOTICE: This e -mail and any attachments may contain confidential information. Use and
further disclosure of the information by the recipient must be consistent with applicable
laws, regulations and agreements. If you received this e -mail in error, please notify the
sender; delete the e -mail; and do not use, disclose or store the information it contains.
1
DIVISION OF PUBLIC HEALTH
CONTRACT AGREEMENT
Public Health Preparedness
DPH CONTRACT # 16889
Contract Preamble
This Contract Agreement is entered into for the period January 1, 2009 through December 31, 2009, by and
between the State of Wisconsin represented by its Division of Public Health of the Department of Health
Services, whose principal business address is One West Wilson Street, PO Box 2659, Madison WI 53701 -2659,
hereinafter referred to as Contractor, and Oshkosh Health Department, whose principal business address is 215
Church Street, PO Box 1130, Oshkosh, WI 54902 -1130, hereinafter referred to as Contractee.
The Contractee address above is the address to which payments shall be mailed. If any legal notices required to be
sent to the Contractee in the execution of this Contract Agreement should be sent to an address different from the
Contractee address noted above, that address should be provided below:
Whereas, the Contractor wishes to purchase services from the Contractee as it is authorized to do by Wisconsin law;
and Whereas, the Contractee is engaged in furnishing the desired services; Now, therefore, the Contractor and the
Contractee agree as follows:
1. SERVICES TO BE PROVIDED
The Contractee agrees to provide services consistent with the purposes and conditions of the objectives that
it has agreed to attain within the contract period. A detailed description of the objectives to be attained and
the documentation associated with that attainment is part of this Contract Agreement as listed in Exhibits I
and I1, which are attached to this Agreement. The Contractee also agrees to provide to the Contractor
documentation (as agreed to in negotiations with the Contractor) of the attainment of those objectives no
later than 30 days after the end of the contract period or as specified in Exhibit II.
II. CONTRACT ADMINISTRATION
The Contractor's Contract Administrator is Susan Nelson of the Division of Public Health, whose principal
business address is 200 N. Jefferson, Suite 511, Green Bay, WI 54301 -5123. The telephone number of the
Contractor's Contract Administrator is (920) 448 -5231. In the event its Contract Administrator is unable to
administer this Contract Agreement, the Contractor will contact the Contractee and designate a new
Contract Administrator.
The Contractee's Contract Administrator is Paul Spiegel, whose principal business address is 215 Church
Street, PO Box 1130, Oshkosh, WI 54902 -1130. The telephone number of the Contractee's Contract
Administrator is (920) 236 -5031 . In the event its Contract Administrator is unable to administer this
Contract Agreement, the Contractee will contact the Contractor and designate a new Contract
Administrator.
III. PAYMENT LIMIT
The Contractor agrees to pay the Contractee in accordance with the terms and conditions of this Contract
Agreement, an amount not to exceed $48,926.00. This amount is contingent upon receipt of sufficient
funds by the Contractor.
The Contractor will not make payments for costs in excess of the Contract Agreement amounts or for costs
incurred outside the contract period or for costs that are inconsistent with applicable State and Federal
Revised 7/08 Performance — WCARS Reporting
allowable cost policies. The Contractor can make payments in excess of the Contract Agreement amounts
based on performance -based incentive funds pursuant to Section XXII.
IV. PAYMENT PROCESS
The Contractor, following execution of this Contract Agreement, shall pay to the Contractee one -
twelfth of the contract amount for each of the first three months of this Agreement. If any
prepayments are made, these prepayments may be recovered from future payments (see paragraph
2 below) due the Contractee under this Agreement if the Contractor determines that such
prepayments are in excess of the Contractee's reported expenses.
2. Payments will be made monthly based on expense reports submitted by the Contractee on the
DMT -855 CARS Expenditure Report. Claims for reimbursement of allowable costs shall be
submitted to the Contractor no later than the fifteenth (15th) day of the month following the month
in which costs are incurred. The Contractee shall report, by Contractor assigned profile number,
all allowable costs plus any required matching funds stipulated in the reporting instructions for this
grant which are incorporated by reference. See the Department's Accounting Principles and
Allowable Cost Policy Manual.
3. The Contractee shall submit the request for reimbursement (DMT -855) to the BFS /CARS Unit,
Department of Health Services, Division of Management and Technology, PO Box 7850, Madison
WI 53707 -7850, with one copy to the Contract Administrator. Payments and reported expenses
will be reconciled by the Department in accordance with state procedures.
4. If the Contractor determines, after notice to the Contractee and opportunity to respond, that
payments were made that exceeded allowable costs, the Contractee shall refund the amount
determined to be in excess within 30 days of invoicing or notification by the Department. The
Contractor may, at its sole discretion, effectuate such refund by withholding money from future
payments due the Contractee at any time during or after the contract period. The Contractor also
may recover such funds by any other legal means.
5. If the Contractee has failed to maintain quality criteria or proposed progress towards achievement
of contract objectives as determined by the Contractor, the Contractor can make reductions in the
monthly payment pursuant to Section XVI.
6. All payments shall be released by the Department on the last business day before the fifth (5th) day
of the month for municipalities, or the last business day of each month for non - municipalities, with
the exception that the payment that would normally be released on the last working day of June
shall be released instead on the first working day of July. Checks will be mailed to the
Contractee's principal business address unless the Contractee requests; in writing, subject to
approval, that the Department mail the checks to a different address.
V. PROGRAM REPORTING
The Contractee shall comply with the program reporting requirements of the Contractor as
specified during the negotiation process and as stated in Exhibits I and II of this Contract
Agreement. The required reports shall be forwarded to the Contractor's Contract Administrator
according to the schedule as specified in Exhibits I and II.
Failure to submit the reports specified in the reporting instructions may result in the Contractor
rendering sanctions pursuant to Section XVI of this Contract Agreement.
VI. STATE AND FEDERAL RULES AND REGULATIONS
The Contractee agrees to meet State and Federal laws, rules and regulations, and program policies
applicable to this Contract Agreement.
Revised 7/08 Performance — w/CARS Reporting 2
The Contractee agrees to comply with Public Law 103 -227, also known as the Pro - Children Act of
1994, which prohibits tobacco smoke in any portion of a facility owned or leased or contracted for
by an entity which receives Federal funds, either directly or through the State, for the purpose of
providing services to children under the age of 18.
Affirmative Action Plan /Civil Rights Compliance
Affirmative Action Plans
A. An Affirmative Action Plan is a written document that details an affirmative action
program. Key parts of an affirmative action plan are: (1) a policy statement pledging
nondiscrimination and affirmative action employment, (2) internal and external
dissemination of the policy, (3) assignment of a key employee as the equal opportunity
officer, (4) a workforce analysis that identifies job classifications where there is an under
representation of women, minorities, and persons with disabilities, (5) goals must be
directed to achieving a balanced workforce, specific and measurable, having an
implementation target date between six months and two years, and having a plan of action
or description of procedures to implement the goals, (6) revision of employment practices
to ensure that they do not have discriminatory effects, and (7) establishment of internal
monitoring and reporting systems to regularly measure progress.
B. An Affirmative Action Plan is required from a Contractee who receives a contract from
the Contractor in the amount of $25,000 or more and who has a workforce of twenty -five
(25) or more employees as of the award date, unless the Contractee is exempt by criteria
listed in the Wisconsin Office of Contract Compliance, Department of Administration's
Instruction for Vendors Affirmative Action Requirements (DOA -3021P (R06/96) s.
16765, Wis. Stats.), page 2. Universities, other states, and local governments, except
those of the State of Wisconsin who receive state or federal contracts over $25,000, must
submit Affirmative Action Plans in the same manner as other Contractees.
C. In addition, for agreements of twenty -five thousand ($25,000) or more, regardless of
workforce size, the Contractee shall conduct, keep on file, and update annually, a separate
and additional accessibility self - evaluation of all programs and facilities, including
employment practices for compliance with ADA regulations, unless an updated self -
evaluation under Section 504 of the Rehabilitation Act of 1973 exists which meets the
ADA requirements. Contractees are to contact the Affirmative Action /Civil Rights
Compliance Office, Department of Health Services, One West Wilson Street, Room 561,
PO Box 7850, Madison WI 53707 -7850, for technical assistance on Equal Opportunity.
Civil Rights Compliance
A. For agreements for the provision of services to clients, the Contractee must comply with
Civil Rights requirements. Contractees with an annual workforce of less than twenty -five
(25) employees, regardless of contract amount, and Contractees with contracts of less than
$25,000 are not required to submit a Civil Rights Compliance Action Plan; however, they
must submit a Civil Rights Compliance Letter of Assurance. Contractees with an annual
workforce of twenty -five (25) employees or more and contract agreements of $25,000 or
more shall submit a written Civil Rights Compliance Plan which covers a three -year
period within fifteen (15) working days of the award date of the agreement or contract.
B. The Contractee assures that it has submitted to the Contractor's Affirmative Action /Civil
Rights Compliance Office a current copy of its three -year Civil Rights Compliance Action
Plan for meeting Equal Opportunity Requirements under Title VI and VII of the Civil
Rights Act of 1964, Section 503 and 504 of the Rehabilitation Act of 1973; Title VI and
XVI of the Public Health Service Act, the Age Discrimination in Employment Act of
1967, the Age Discrimination Act of 1975, the Omnibus Reconciliation Act of 1981, the
American with Disabilities Act (ADA) of 1990, and the Wisconsin Fair Employment Act.
Revised 7/08 Performance — WCARS Reporting
If the Plan was reviewed and approved during the previous year, a plan update must be
submitted for this Contract Agreement period.
1) No otherwise qualified person shall be excluded from participation in, be denied
the benefits of, or otherwise be subjected to discrimination in any manner on the
basis of race, color, national origin, sexual orientation, religion, sex, disability or
age. This policy covers eligibility for and access to service delivery, and
treatment in all programs and activities. All employees of the Contractee are
expected to support goals and programmatic activities relating to
nondiscrimination in service delivery.
2) No otherwise qualified person shall be excluded from employment, be denied the
benefits of employment or otherwise be subjected to discrimination in
employment in any manner or team of employment on the basis of age, race,
religion, sexual orientation, color, sex, national origin or ancestry, disability (as
defined in Section 504 and the American with Disability Act of 1990), or
association with a person with a disability, arrest or conviction record, marital
status, political affiliation, or military participation, unfair honesty testing and
genetic testing, and use or non -use of lawful products outside of working hours.
All employees of the Contractee are expected to support goals and programmatic
activities relating to non - discrimination in employment.
3) The Contractee shall post the Equal Opportunity Policy, the name of the Equal
Opportunity Coordinator and the Limited English Proficiency Coordinator, and
the discrimination complaint process in conspicuous places available to
applicants and clients of services, and applicants for employment and employees.
The complaint process will be according to the Contractor's standards and the
Contractee shall post the complaint process notice translated into the major
primary languages of the limited English Proficient (LEP) participants in their
service area. The notice will announce the availability of free oral interpretation
of services if needed. The Contractee shall not request interpretation services
from family members, friends and minors.
4) The Contractee agrees to comply with the Contractor's guidelines in the State of
Wisconsin Department of Workforce Development and Department of Health
Services, Affirmative Action, Equal Opportunity, Limited English Proficiency
and Civil Rights Compliance Plan for Profit and Non - Profit Entities DWSD-
14045 (R. 11/2003)) or subsequent revisions.
5) Requirements herein stated apply to any subcontracts or grants. The Contractee
has primary responsibility to take constructive steps, as per the State of
Wisconsin Department of Workforce Development and Department of Health
Services, Affirmative Action, Equal Opportunity, Limited English Proficiency
and Civil Rights Compliance Plan for Profit and Non -Profit Entities DWSD-
14045 (R. 11/2003), to ensure the compliance of its subcontractors. However,
where the Contractor has a direct contract with another Contractee's
subcontractor, the Contractee need not obtain a Subcontractor or Subgrantee
Civil Rights Compliance Plan or monitor that subcontractor.
6) The Contractor will monitor the Civil Rights Compliance of the Contractee. The
Contractor will conduct reviews to ensure that the Contractee is ensuring
compliance by its subcontractors or grantees according to guidelines in the State
of Wisconsin Department of Workforce Development and Department of Health
Services, Affirmative Action, Equal Opportunity and Limited English
Proficiency, Civil Rights Compliance Plan for Profit and Non -Profit Entities,
DWSD- 14045 (R. 11/2003). The Contractee agrees to comply with Civil
Rights monitoring reviews, including the examination of records and relevant
files maintained by Contractee, as well as interviews with staff, clients, and
Revised 7/08 Performance — WCARS Reporting
applicants for services, subcontractors, providers, and referral agencies. The
reviews will be conducted according to Department procedures. The Contractor
will also conduct reviews to address immediate concerns of complainants.
7) The Contractee agrees to cooperate with the Contractor in developing,
implementing and monitoring corrective action plans that result from complaint
investigations or monitoring efforts.
C. The Contractee agrees that it will: (1) hire staff with special translation or sign language
skills and /or provide staff with special translation or sign language skills training, or find
qualified persons who are available within a reasonable period of time and who can
communicate with limited or non - English speaking or speech or hearing - impaired clients
at no cost to the client; (2) provide aids, assistive devices and other reasonable
accommodations to the client during the application process, in the receipt of services,
and in the processing of complaints or appeals; (3) train staff in human relations
techniques, sensitivity to persons with disabilities and sensitivity to cultural
characteristics; (4) make programs and facilities accessible, as appropriate, through
outstations, authorized representatives, adjusted work hours, ramps, doorways, elevators,
or ground floor rooms, and Braille, large print or taped information for the visually or
cognitively impaired; (5) post and /or make available informational materials in languages
and formats appropriate to the needs of the client population.
VII. SUBCONTRACTS
The Contractee may subcontract all or part of this Contract Agreement as agreed to during contract
negotiation. The Contractor reserves the right of approval for any subcontracts and the Contractee
shall report information relating to subcontracts to the Contractor. A change in a subcontractor or
a change from direct service provision to a subcontract may only be executed with the prior written
approval of the Contractor. In addition, Contractor approval may be required regarding the terms
and conditions of the subcontracts, and the subcontractors selected. Approval of the
subcontractors will be withheld if the Contractor reasonably believes that the intended
subcontractor will not be a responsible provider in terms of services provided, objectives to be
attained, or required quality criteria.
The Contractee retains responsibility for fulfillment of all terms and conditions of this Contract
Agreement when it enters into sub - contractual agreements and will be subject to enforcement of all
the terms and conditions of this Agreement.
Recoupment of Contractor payments to the Contractee for failure to comply with either the
attainment of contract objectives or the maintenance of quality criteria by either the Contractee or
its subcontractor(s) will be made from the Contractee.
VIII. GENERAL PROVISIONS
Any payments of monies to the Contractee by the Contractor for services provided under this
Contract Agreement shall be deposited in a bank with Federal Deposit Insurance Corporation
(hereinafter FDIC) insurance coverage. Any balance exceeding FDIC coverage must be
collaterally secured.
2. The Contractee shall conduct all procurement transactions in a manner that provides maximum
open and free competition.
The Contractee shall not engage the services of any person or persons concurrently employed by
the State of Wisconsin, including any Department, commission or board thereof, to provide
services relating to this Contract Agreement without the written consent of the employer of such
person or persons and of the Contractor.
Revised 7/08 Performance — WCARS Reporting
This Contract Agreement is voidable if the Contractee is a state public official, a member of a state
public official's immediate family, or an organization in which the official or immediate family
member owns or controls at least 10% of the outstanding equity, voting rights, or outstanding
indebtedness and failed to make the written disclosure required under sec. 19.45 Wis. Stats. This
disclosure is required to be made to the State of Wisconsin Government Accountability Board, 44
East Mifflin Street, Suite 601, Madison WI 53703, [Telephone (608) 266- 8123].
If the Contractee or any subcontractor is a corporation other than a Wisconsin corporation, it must
demonstrate prior to providing services under this Contract Agreement that it possesses a
certificate of authority from the Wisconsin Secretary of State, and must have, and continuously
maintain, a registered agent, and otherwise conform to all requirements of Chapters 180 and 181,
Wisconsin Statutes, relating to foreign corporations.
IX. ACCOUNTING REQUIREMENTS
1. For Contract Agreements of twenty -five thousand dollars ($25,000) or more, the Contractee shall
maintain a uniform double entry, full accrual accounting system and a financial management
information system in accordance with Generally Accepted Accounting Principles. (See DHS'
Accounting Principles and Allowable Cost Policy Manual, available upon request from the
Contract Administrator or from the Audit Section, Division of Enterprise Services, Department of
Health Services, One West Wilson Street, PO Box 7850, Madison WI 53707- 7850.)
2. For Contract Agreements of less than twenty -five thousand dollars ($25,000), the Contractee shall
at least maintain a simplified double entry bookkeeping system as defined in the Department's
Accounting Principles and Allowable Cost Policy Manual.
3. The Contractee's accounting system shall allow for accounting for individual grants, permit timely
preparation of expenditure reports (required by the Contractor as defined in Section IV), and
support expenditure reports submitted to the Contractor.
4. The Contractee shall reconcile costs and match to expenses recorded in the Contractee's
accounting or simplified bookkeeping system on an ongoing and periodic basis. The Contractee
agrees that reconciliation will be completed at least quarterly, will be documented, and supplied to
the Contractor upon request. The Contractee shall retain the reconciliation documentation in
accordance with the records retention requirement specified in Section XIV.
5. Expenditures of funds from this Contract Agreement must meet the Department's allowable cost
definitions as defined in the Department's Accounting Principles and Allowable Cost Policy
Manual.
X. CHANGES IN ACCOUNTING PERIOD
The Contractee's accounting records are maintained on a fiscal year basis, beginning on the date
indicated in the CARS Payment Information section of this contract. During the contract period,
the accounting period may only be changed with prior written approval from the Contractor. The
Contractor may approve a change in accounting period only if the Contractee has a substantial,
verifiable business reason for changing the accounting period and agrees to submit a closeout
audit, as defined in section (XII, 8), within 90 days after the first day of the new accounting period.
Proof of Internal Revenue Service approval shall be considered verification that the Contractee has
a substantial business reason for changing its accounting period.
A change in accounting period shall not relieve the Contractee of reporting or audit requirements
of this Contract Agreement. An audit meeting the requirements of this Agreement shall be
submitted within 90 days after the first day of the start of the new accounting period for the short
accounting period and within 180 days of the close of the new accounting period for the new
period. For purposes of determining audit requirements, expenses and revenues incurred during
the short accounting period shall be annualized.
Revised 7/08 Performance — WCARS Reporting
XI. PROPERTY MANAGEMENT REQUIREMENTS
Property insurance coverage will be provided by the Contractee for fire and extended coverage of
any equipment funded under this Contract Agreement which the Contractor retains ownership of,
and which is in the care, custody and control of the Contractee.
The Contractor shall have all ownership rights in any hardware funded under this Contract
Agreement or supplied by the Contractor and in any software or modifications thereof and
associated documentation designed, developed or installed as a result of this Agreement. The
Contractee is responsible for keeping all of Contractor's property secure from theft, damage or
other loss.
The Contractee agrees that if any materials are developed under this Contract Agreement, the
Contractor shall have a royalty -free, non - exclusive, and irrevocable right to reproduce, publish or
otherwise use, and to authorize others to use, such materials. Any discovery or invention arising
out of, or developed in the course of work aided by this Agreement, shall be promptly and fully
reported to the Contractor.
XII. AUDIT REQUIREMENTS
Requirement to Have an Audit: Unless waived by the Contractor, the Contractee shall submit an
annual audit to the Contractor if the total amount of annual funding provided by the Contractor
(from any and all of its Divisions taken collectively) through this and other contracts is $25,000 or
more. In determining the amount of annual funding provided by the Contractor, the Contractee
shall consider both: (a) funds provided through direct contracts with the Contractor; and (b) funds
from the Contractor passed through another agency which has one or more contracts with the
Contractee.
Audit Requirements: The audit shall be performed in accordance with auditing standards generally
accepted in the United States of America, s.46.036, Wis. Stats., Government Auditing Standards,
and other provisions in this Contract Agreement. In addition, the Contractee is responsible for
ensuring that the audit complies with other standards that may be applicable depending on the type
of Contractee and the nature and amount of financial assistance received from all sources:
• Federal OMB Circular A -133 "Audits of States, Local Governments and Nonprofit
Organizations," which applies only to Contractees that expend $500,000 from all federal
funding sources (this grant and other grants, direct or indirect, from this Contractor or another)
during a Contractee's fiscal year.
• The State Single Audit Guidelines (SSAG), which are applicable to local governments having
A -133 audits; and /or
• The Provider Agency Audit Guide (PAAG). All Contractees that do not meet the requirements
of the SSAG shall have audits in conformance with the PAAG.
Reporting Package: The Contractee shall submit to the Contractor a reporting package which
includes the following:
A. Financial statements and other audit schedules and reports required for the type of audit
applicable to the Contractee.
B. The Management Letter (or similar document conveying auditor's comments issued as a
result of the audit) or written assurance that a Management Letter was not issued with the
audit report.
Revised 7/08 Performance — WCARS Reporting
C. Management responses /corrective action plan for each audit issue identified in the audit.
D. If program specific cost -based information is needed, the Contractor may require it as part
of the reporting package.
Submitting the Reporting Package: The Contractee shall submit the required reporting package to
the Contractor either: (a) within nine months of the end of the Contractee's fiscal year if the
Contractee is a local government, or (b) within 180 days of the end of the Contractee's fiscal year
for non - governmental Contractee agencies. Two copies of the audit report must be sent to the
Contractor at the following address:
Attn: Audit Section
Division of Enterprise Services
Wisconsin Department of Health Services
P.O. Box 7850
Madison, WI 53707 -7850
Access to Auditor's Work Papers: When contracting with an audit firm, the Contractee shall
authorize its auditor to provide access to work papers, reports, and other materials generated
during the audit to the appropriate representatives of the Department. Such access shall include
the right to obtain copies of the work papers and computer disks, or other electronic media, upon
which records /working papers are stored.
6. Access to Contractee Records: The Contractee shall permit appropriate representatives of the
Department and /or the Contractor to have access to the Contractee's records and financial
statements as necessary to review Contractee's compliance with the Federal and State requirements
for the use of the funding.
Failure to Comply with the Requirements of this Section: In the event that the Contractee fails to
have an appropriate audit performed or fails to provide a complete audit report to the Contractor
within the specified timeframes, in addition to applying one or more of the sanctions available in
Section XVI of this contract, the Contractor may:
A. Conduct an audit or arrange for an independent audit of the Contractee and charge the
cost of completing the audit to the Contractee;
B. Charge the Contractee for all loss of Federal or State aid or for penalties assessed to the
Contractor because the Contractee did not submit a complete audit report within the
required timeframe; and /or
C. Disallow the cost of audits that do not meet these standards.
Closeout Audits:
A. A specific audit of an accounting period of less than twelve (12) months is required when
an agreement is terminated for cause, when the Contractee ceases operations or when the
Contractee changes its accounting period (fiscal year). The purpose of the audit is to
closeout the short accounting period. The required closeout audit may be waived by the
Contractor upon written request from the Contractee, except when the agreement is
terminated for cause. The required closeout audit may not be waived when an agreement
is terminated for cause.
B. The Contractee shall ensure that its auditor contacts the Contractor prior to beginning the
audit. The Contractor, or its representative, shall have the opportunity to review the
planned audit program, request additional compliance or internal control testing and
attend any conference between the Contractee and the auditor. Payment of increased
Revised 7/08 Performance — w /CARS Reporting
audit costs, as a result of the additional testing requested by the Contractor, is the
responsibility of the Contractee.
C. The Contractor may require a closeout audit that meets the audit requirements specified in
XII, 2. above. In addition, the Contractor may require that the auditor annualize revenues
and expenditures for the purposes of applying OMB Circular A -133 and determining
major Federal financial assistance programs. This information shall be disclosed in a note
to the schedule of Federal awards.
D. All other provisions in the Audit Requirements section apply to Closeout Audits unless in
conflict with the specific Closeout Audits requirements.
XIII. OTHER ASSURANCES
1. The Contractee shall notify the Contractor in writing, within thirty (30) days of the date payment
was due of any past due liabilities to the Federal Government, State Government or their agents for
income tax withholding, FICA, Workers' Compensation, Unemployment Compensation,
garnishments or other employee related liabilities, Sales Tax, Income Tax of the Contractee, or
other monies owed. The written notice shall include the amount(s) owed, the reason the monies are
owed, the due date, the amount of any penalties or interest, known or estimated, the unit of
government to which the monies are owed, the expected payment date and other related
information.
The Contractee shall notify the Contractor, in writing, within thirty (30) days of the date payment
was due, of any past due payment in excess of five hundred dollars ($500), or when total past due
liabilities to any one or more vendors exceed one thousand dollars ($1000), related to the
operation of this Contract Agreement for which the Contractor has reimbursed or will reimburse
the Contractee. The written notice shall include the amount(s) owed, the reason the monies are
owed, the due date, the amount of any penalties or interest, known or estimated, the vendor to
which the monies are owed, the expected payment date and other related information. If the
liability is in dispute, the written notice shall contain a discussion of facts related to the dispute and
the information on steps being taken by the Contractee to resolve the dispute.
The Contractor may require written assurance at the time of entering into this Contract Agreement
that the Contractee has in force and will maintain for the course of this Agreement employee
dishonesty bonding in a reasonable amount to be determined by the Contractor.
The Contractee certifies that neither the Contractee organization nor any of its principals are
debarred, suspended, or proposed for debarment for Federal financial assistance (e.g., General
Services Administration's List of Parties Excluded from Federal Procurement and Non -
Procurement Programs). The Contractee further certifies that potential sub - recipients, contractors,
or any of their principals are not debarred, suspended or proposed for debarment.
XIV. RECORDS
The Contractee shall maintain such records (in either written or electronic form) as required by
State and Federal law and as required by program policies. Records shall be retained for no less
than the retention period specified in law or policy. Records for periods which are under audit or
subject to dispute or litigation must be retained until the audit, dispute or litigation, and any
associated appeal periods, have ended.
The Contractee will allow inspection of records and programs, insofar as is permitted by State and
Federal law, by representatives of the Contractor and its authorized agents, and Federal agencies,
in order to confirm the Contractee's compliance with the specifications of this Contract Agreement.
The Contractee agrees to retain and make available to the Contractor all program and fiscal records
in accordance with the retention period specified in paragraph 1 above. Upon the Contractor's
request, at the expiration of the Contract Agreement, the Contractee will transfer at no cost to the
Revised 7/08 Performance — w /CARS Reporting
Contractor, records regarding the individual recipients who received services from the Contractee
under this Agreement. The transfer of records includes transfer of any record, regardless of media,
if that is the only method under which records were maintained.
The Contractee and its subcontractors shall comply with all State and Federal confidentiality laws
concerning the information in both the records it maintains and in any of the Contractor's records
that the Contractee accesses to provide the services under this Contract Agreement.
XV. AGREEMENT REVISIONS AND /OR TERMINATION
The Contractee agrees to re- negotiate with the Contractor this Contract Agreement or any part
thereof in such circumstances as:
• Increased or decreased volume of services as required by the Contractor;
• Changes required by State and Federal law or regulations, or court action; or,
• Increase or reduction in the monies available affecting the substance of this Agreement.
Failure to agree to a re- negotiated Contract Agreement under these circumstances is cause for the
Contractor to terminate this Agreement.
2. This Contract Agreement can be terminated for any reason by a 30 -day written notice by either
party.
3. Revision of this Contract Agreement may be made by mutual agreement. The revision will be
effective only when the Contractor and Contractee attach an addendum or amendment to this
Agreement, which is signed by the authorized representatives of both parties, except in
circumstances in which increased caseload or grant award amount, where such increase in funds is
for the same purpose as originally agreed upon, the Agreement may be amended by a unilateral
amendment made by the Contractor.
4. The Contractee shall notify the Contractor whenever it is unable to provide the required quality or
quantity of services required. Upon such notification, the Contractor shall determine whether such
inability will require revision or termination of this Contract Agreement.
5. If the Contractor finds it necessary to terminate this Contract Agreement prior to the stated
expiration date for reason other than non - performance by the Contractee, payment by the
Contractor shall cease upon termination. Termination of the contract does not nullify the
recoupment of funds by the Contractor, per the negotiated Agreement, associated with failure to
attain program objectives or the failure to maintain quality criteria.
XVI. NON - COMPLIANCE SANCTIONS AND REMEDIAL MEASURES
1. If the Contractor determines, after notice to the Contractee and opportunity to respond, that the
Contractee:
Is out of compliance with the program quality criteria as listed in Exhibit I, the Contractor may
withhold part or all of the Contractee's funding at a level deemed appropriate by the Contractor as
defined in paragraph 3 below.
Has not attained the negotiated objective(s) as listed in Exhibit II, the Contractee shall refund the
amount designated in Exhibit II under Risk Profile. Recoupments will be collected during the
subsequent contract year via an adjustment (decrease) in the CARS monthly payment. In such case
where a Contractee is subject to recoupment and no longer holds a Contract Agreement with the
Contractor, the Contractor will issue an invoice to be paid by the Contractee.
The Contractor may also, at its sole discretion, effectuate such refunds by withholding money from
future payments due the Contractee at any time during or after the contract period or may recover such
funds by any other legal means.
Revised 7/08 Performance - w /CARS Reporting 10
Failure to comply with any part of this Contract Agreement may be considered cause for revision,
suspension or termination of this Agreement. Suspension includes withholding part or all of the
payments that otherwise would be paid the Contractee under this Agreement, temporarily having others
perform, and receive reimbursement for, the services to be provided under this Agreement and any
other measure that suspends the Contractee's participation in the Agreement if the Contractor
determines it is necessary to protect the interests of the State.
The Contractee shall provide written notice to the Contractor of all instances of non - compliance with
the terms of program quality criteria associated with this Contract Agreement by itself or its
subcontractors. Notice shall be given as soon as practicable but in no case later than 15 days after the
Contractee became aware, or should have been aware, of the non - compliance. Non - compliance can
also be determined by the Division of Public Health Regional Office Contract Administrator through
on -site inspection or desk review of documentation. The written notice shall include information on
reason(s) for and effect(s) of the non - compliance. The Contractee shall provide the Contractor with a
plan to correct the non - compliance and a timetable for the implementation of that plan to correct. The
plan to correct must be approved by the Contractor. If at the end of the implementation period, the
Contractee is found to still be out of compliance, the Contractor may, at its sole discretion, take
whatever action it deems necessary to protect the interests of the State, including withholding part or all
of the Contractee's funding, if it reasonably believes that the non - compliance will continue or will
reoccur.
The Contractee shall provide within 30 days after the end of the contract period (or by the date
specified in Exhibit II) to the Contractor via the Contract Administrator, the documentation specified in
Exhibit II relating to attainment or failure to attain the objectives agreed to in this Contract Agreement.
If any objective is not attained, the Contractor will determine, at its sole discretion, the proportion of
non - attainment and will recoup from the Contractee an amount as defined by the Risk Profile identified
in Exhibit II. Any degree of non - attainment, as judged by the sole discretion of the Contractor, shall be
used by the Contractor in determining the conditions of any continuation of this Agreement.
If the Contractor determines that non - compliance with other requirements (not stated in Exhibit I or
Exhibit II) in this Contract Agreement has occurred, or is occurring, it shall demand immediate
correction of continuing non - compliance and it may impose whatever sanctions or remedial measures it
deems necessary to protect the interests of the State. Such sanctions and measures may include
termination of the Agreement, suspension of the Agreement as defined in paragraph 2 above, imposing
additional reporting requirements and monitoring of subcontractors and any other measures it deems
appropriate and necessary.
6. If audits are not submitted when due, the Contractor may take action pursuant to Section XII of this
Contract Agreement.
7. If required program deliverables or other required information or reports, other than audits, are not
submitted when due, the Contractor may withhold all payments that otherwise would be paid the
Contractee under this Contract Agreement until such time as the reports and information are submitted.
In addition, the Contractor can hold implementation of continuation of this Agreement pending
submittal of this documentation.
XVII. DISPUTE RESOLUTION
If any dispute arises between the Contractor and Contractee under this Contract Agreement, including the
Contractor's finding of non - compliance and imposition of sanctions or remedial measures, the following
process will be the exclusive administrative review.
The Contractor's and Contractee's Contract Administrators will attempt to resolve the dispute, in
coordination with the Division of Public Health Regional Office Director and appropriate program
staff within the Division.
If the dispute cannot be resolved by the Contract Administrators, the Contractee may ask for
review by the Administrator of the Division of Public Health.
Revised 7/08 Performance — WCARS Reporting 11
If the dispute is still not resolved, the Contractee may request a final review by the Secretary of the
Department of Health Services.
XVIII. FINAL REPORT DATE
The due date of the final fiscal report shall be ninety (90) days after the Contract Agreement period
ending date.
Expenses incurred during the Contract Agreement period but reported later than ninety (90) days
after the period ending date will not be recognized, allowed or reimbursed under the terms of this
Grant Agreement.
XIX. INDEMNITY
The Contractor and Contractee agree they shall be responsible for any losses or expenses (including costs,
damages, and attorney's fees) attributable to the acts or omissions of their officers, employees or agents.
XX. SURETY BOND
The Contractor may require the Contractee to have a surety bond. The surety bond shall be in force for the
period of the Contract Agreement and shall be a reasonable amount to be determined by the Contractor.
XXI. CONDITIONS OF THE PARTIES' OBLIGATIONS
This Contract Agreement is contingent upon authorization of Wisconsin and United States law,
and any material amendment or repeal of the same affecting relevant funding or authority of the
Contractor shall serve to revise or terminate this Agreement, except as further agreed to by the
parties hereto.
2. The Contractor and Contractee understand and agree that no clause, term or condition of this
Contract Agreement shall be construed to supersede the lawful powers or duties of either party.
It is understood and agreed that the entire Contract Agreement between the parties is contained
herein, except for those matters incorporated herein by reference, and that this Agreement
supersedes all oral agreements and negotiations between the parties relating to the subject matter
thereof.
XXIL SPECIAL PROVISIONS
If the Contractor determines that the Contractee has exceeded the agreed upon program
objective(s) to the level specified in Exhibit II, Conditions for an Incentive Payment, the
Contractee may be eligible to receive performance -based incentive funds if such funds are
available as determined by the Contractor.
The Contractor may make these incentive awards at its discretion based on the amount of available
incentive funding and the terms of agreement with the Federal agency(s) as to the distribution of
such incentive funding. The awards will be made during the subsequent contract year via an
adjustment (increase) in the monthly CARS payment. In such case where a Contractee is eligible
for an incentive payment and no longer holds a contract agreement with the Contractor, the
Contractor will make a separate payment to the Contractee. The incentive funds must be expended
by the Contractee within the subsequent contract or calendar year and can not be diverted outside
of the set of programs defined by this Contract Agreement or used for supplanting purposes. The
Contractee shall report, in a manner specified by the Contractor, on how the Contractee expended
these incentive funds.
To the extent allowed by law:
Revised 7/08 Performance — WCARS Reporting 12
All funding recouped by the Contractor from the Contractee shall be held by the
Contractor in a fund designated for use within the program area associated with the
recoupment action.
These funds may be used to award other Contractees who have exceeded their objectives
in that program, general funding of the program area to all Contractees via formula in the
next contract period, general funding of the program for all Contractees during the current
contract period, or returned to the Federal funding agency of that program.
These funds cannot be used by the Contractor for their own operational costs.
XXIII. CONTRACT RENEWAL OPTIONS
This contract can be renewed on an annual basis for up to two (2) one -year extensions with the mutual
agreement of both the Contractor and Contractee. The objectives to be attained by program will be re-
negotiated each year by the Contractor and Contractee, as well as documentation deliverables and risk
conditions.
Revised 7/08 Performance — w /CARS Reporting 13
XXIV. TIMELY CONTRACT SIGNING
This Contract Agreement becomes null and void if the time between the earlier dated signature and the later
dated signature of the Contractee's and Contractor's Authorized Representative on this Agreement (or
addendum) exceeds sixty (60) days inclusive of the two signature dates.
Contractee's Authorized Re t Date
.lufakohloff,ty g. r
r1 Pamela R. Ubrig, City Clerk
Contractor's Authorized Representative Date
Thomas Sieger, Deputy Administrator
Division of Public Health, Department of Health Services
CARS PAYMENT INFORMATION
The inforrnation below is used by the Department's Bureau of Fiscal Services, CARS Unit to facilitate the
processing and recording of payments made under this Contract Agreement.
Agency Name Oshkosh Health Department
Agency Number 472894
Agency Type 960
Contract Period January 1, 2009 through December 31, 2009
Contract Amount $48,926.00
Agency Fiscal Year January through December
Profile ID #155015 Bioterrorism Focus A Amount $48,926.00
Program Name: Public Health Preparedness and Response for Bioterrorism
DPH Contract # 16889
CFDA # 93.069
t
Contract Agreement Addendum: Exhibit I
Program Quality Criteria
Generally high program quality criteria for the delivery of quality and cost - effective administration of
health care programs have been, and will continue to be, required in each public health program to be
operated under the terms of this contract.
This Exhibit contains only applicable quality criteria for this contract.
1 1/21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit I
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
Program: Public Health Preparedness - CDC
Program Quality Criteria
1) Assessment and surveillance of public health to identify community needs and to support systematic, competent program
planning and sound policy development with activities focused at both the individual and community levels.
A) Contractees will periodically assess public health preparedness within their agency or consortium by
completing the required Division of Public Health (DPH) identified assessments, reports, and surveys.
B) Contractees will annually conduct public health preparedness exercises and drills, and revise and update
Public Health Emergency Plan (PHEP) plans and other associated plans based on the results of the
exercises and drills. An exercise report will be completed electronicallly in the format as specified by DPH
for each real event and public health exercise where the contractee leads or acts in a major public health
emergency response role. The exercise report will be posted on the HAN and include a summary of the real
event or exercise and corrective action plans to be implemented. All public exercises and events that are
conducted will be reported and evaluated in accordance with the Homeland Security Exercise and
Evaluation Program (HSEEP) and NIMS all- hazards incident response compliance guidelines, using the
HSEEP After - Action Report/Improvement Plan (AAR/IP) form. A notice of each event or exercise is to be
posted on the Health Alert Network (HAN) in the area designated by posting either: 1)a copy of the actual
AARAP form, or 2)a message indicating the exercise /event was done including the date, lead agency, name
and type of event, person to contact to review the exercise report content. Annual drills include testing and
recording results of 24/7 off -hour response times conducted at the state, regional and local levels.
Additional drills or exercises will be conducted for the Pandemic Influenza Program as directed by the
CDC grant guidance and DPH contract requirements.
C) Competency -based education of all public health workers, clinicians, and others critical to provide a public
health emergency preparedness response should be planned and implemented based on needs identified
through assessments and/or evaluations of performance and the Columbia University Emergency
Preparedness Core Competencies for All Public Health Workers. Contractees are required to continue to
support preparedness education and training activities needed to successfully achieve targeted outcomes
and preparedness goals. Training related to the core public health competencies include and is not limited
to courses in NIMS, ICS, tactical /redundant communication systems, and risk communication.
2) Delivery of public health services to citizens by qualified health professionals in a manner that is family centered,
culturally competent, and consistent with the best practices; and delivery of public health programs for communities for
the improvement of health status.
A) Delivery of services must also be appropriate for at -risk populations. Contractees must have a plan /system
for addressing the public health needs for at- risk/vulnerable /special populations. Contractees must support
public health response functions in the context of National Incident Management System (NIMS),
including use of the Incident Command System (ICS) and Homeland Security Exercise Evaluation Program
(HSEEP). As a condition of receiving Public Health Emergency Preparedness
cooperative agreement funds, Contractees agree to adopt, implement and demonstrate compliance with
NIMS, ICS, and HSEEP. This includes the development and maintenance of a Local Public Health Agency
(LPHA) ICS command structure that is at least three persons deep. Each LPHA will also use HSEEP for
public health exercise design, implementation, evaluation and reporting. Qualified health professionals will
11/21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit I
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
complete competency -based education critical to provide a public health emergency preparedness response.
In accordance with the eligibility and allowable uses of the cooperative agreement, Contractees are
encouraged to direct FY 2009 funding towards activities necessary to advance implementation of NIMS
requirements in accordance with the guidelines released in 2008 within their agency and with their public
health partners that have designated roles and responsibilities in the agencyZs ICS command structure and
Emergency Operation Center (EOC).
Contractees will assure the ability for the general public to be able to contact the local public health
department/tribal agency 24 hours a day, 7 days a week. Contractees will annually demonstrate the ability
to contact the state health department 24 hours a day, 7 days a week. Contractees will assess Personal
Protective Equipment (PPE) needs for their agency, purchase PPE, and train staff in PPE use for contact
tracing, mass clinics,
and or any public health emergency.
3) Record keeping for individual focused services that assures documentation and tracking of client health care needs,
response to known health care problems on a timely basis, and confidentiality of client information.
A) There are no separate sub - criterion to this Quality Criteria Category.
4) Information, education, and outreach programs intended to address known health risks in the general and certain target
populations to encourage appropriate decision making by those at risk and to affect policy and environmental changes at
the community level.
A) Contractees will regularly present to the media, public partners and other stakeholders information on their
agency or consortium and the Public Health Preparedness Program in coordination with DPH program
staff.
5) Coordination with related programs to assure that identified public health needs are addressed in a comprehensive, cost-
effective manner across programs and throughout the community.
A) Coordination with related public health programs and partners at the state, regional and local levels to
assure that identified public health needs are addressed in a comprehensive, cost - effective manner across
programs and throughout the community and state. Public health partners may include human /social
services agencies, hospitals, clinics, law and fire departments, schools, businesses, emergency government,
other
neighboring health departments and Tribes, Public Health Preparedness Consortium, Wisconsin Emergency
Management, DPH and other state agencies. Contractees will utilize the Public Health Information
Network (PHIN), Analysis, Visualization and Reporting (AVR) system, Wisconsin Electronic Disease
Surveillance System (WEDSS), Partner Communication and Alert (PCA) system, the Health Alert Network
(HAN), TRAIN (TrainingFinder Real -time Affilitate Integrated Network), and other systems as provided
by DPH and as appropriate, to include at minimum the Health Officer/Tribal Health Director, as these
systems develop.
B) Contractees will coordinate with other preparedness programs by participating in state, regional, tribal, and
local public health preparedness meetings, including those focused on the restructure process.
C) Contractees will contribute to the development of a statewide system for public health emergency response
11/21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit I
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
that is coordinated, consistent and efficient.
D) Contractees will demonstrate involvement in setting statewide goals, strategic direction, and priorities for
the state public health preparedness program.
E) Contracteees will contribute to the development and sharing of tools, work plans, products, projects,
templates, and other resources in a collaborative effort with DPH, other health departments and Tribes,
Public Health Preparedness Consotia, and other public health partners to coordinate and improve statewide
systems for a consistent and effective public health emergency response.
F) Contractees will annually demonstrate the corrective actions implemented by the agency to improve their
public health emergency response capacity.
G) Contractees will demonstrate compliance with HSEEP and NIMS /ICS requirements.
H) Contractees will implement specific strategies and actions to improve public health emergency response as
directed by the goals and objectives of their regional and local work plans.
I) Contractees will assist state and local SNS planners and treatment center/hospital administrators to
coordinate activities that are key to a successful response to a public health emergency in which SNS assets
are deployed.
J) Contractees will assist state and local SNS planners and treatment center/hospital administrators to
coordinate activities that are key to a successful response to a public health emergency in which SNS assets
are deployed.
6) A referral network sufficient to assure the accessibility and timely provision of services to address identified public
health care needs.
A) There are no separate sub - criterion to this Quality Criteria Category.
7) Provision of guidance to staff through program and policy manuals and other means sufficient to assure quality health
care and cost - effective program administration.
A) Provision of guidance should stem from, but is not limited to, the local Public Health Emergency Plan
(PHEP)and the Medicine Distribution Plan.
8) Financial management practices sufficient to assure accurate eligibility determination, appropriate use of state and
federal funds, prompt and accurate billing and payment for services provided and purchased, accurate expenditure
reporting, and, when required, pursuit of third -party insurance and Medical Assistance Program coverage of services
provided.
A) There are no separate sub - criterion to this Quality Criteria Category,
9) Data collection, analysis, and reporting to assure program outcome goals are met or to identify program management
problems that need to be addressed.
A) There are no separate sub - criterion to this Quality Criteria Category.
11/21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II
Program Objectives
(A) Contract Funds, Program/Objective Values, and Other Contract Details
(B) Objective Details,
11 /21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II(A)
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
Contract Source of Funds
Source Program Amount
Oshkosh Bioterrorism, Focus A $48,926
Contract Amount $48,926
Contract Match Requirements
Program Amount
Preparedness CDC $0
Program Sub - Contracts
Program Sub- Contractee Sub - Contract Amount
Preparedness CDC None Reported $0
11 /21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II(A)
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
Preparedness CDC Program Total Value $48,926
1 REQUIRED LOCAL HEALTH DEPARTMENT /TRIBE (Planning) (1 of 5): By December 31, 2009, City of $9,786
Oshkosh Health Department will engage in a continuous planning process with local and regional partners to
respond to public health emergencies.
2 REQUIRED LOCAL HEALTH DEPARTMENT /TRIBE (Competencies /Training) (2 of 5) By December 31st, $9,785
2009, staff of City of Oshkosh Health Department will meet the appropriate competencies for their assigned
emergency preparedness roles.
3 REQUIRED LOCAL HEALTH DEPARTMENT /TRIBE (Exercises) (3 of 5): By December 31, 2009, City of $9,785
Oshkosh Health Department will participate in a mass clinic exercise (tabletop, functional, or full - scale) or real
event that meets the requirements set by the Centers for Disease Control (CDC), in addition to completing (14 out
of 14) Performance Measures,
4 REQUIRED LOCAL HEALTH DEPARTMENT /TRIBE (At -Risk Populations) (4 of 5): By December 31, 2009, $9,785
City of Oshkosh Health Department will collaborate with community partners to develop an integrated public
health response addressing at -risk populations during public health emergencies.
5 REQUIRED LOCAL HEALTH DEPARTMENT /TRIBE (Restructure) (5 of 5): By December 31, 2009, City of $9,785
Oshkosh Health Department will participate in the process of restructuring existing consortia to no more than six
consortia aligning within the Department of Health Services geographic Regional Office boundaries.
Total of Contract Objective Values $48,926
1 121/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II(B)
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
Program: Public Health Preparedness - CDC Objective #: 1 of 5 Objective Value: $9,786
Objective: Primary Details
Objective Statement
REQUIRED LOCAL HEALTH DEPARTMENT /TRIBE (Planning) (1 of 5): By December 31, 2009, City of Oshkosh Health
Department will engage in a continuous planning process with local and regional partners to respond to public health emergencies.
Deliverable Due Date: 01/31/2010
Contract Deliverable (Evidence)
An agency report to include a summary of partners included in planning, and the updates and changes made in 2009 to the agency's
Public Health Emergency Preparedness Plan and other related plans.
Programs Providing Funds for this Objective
Public Health Preparedness - CDC: $9,786
Agency Funds for this Objective:
Data Source for Measurement
Agency records
Baseline for Measurement
This objective builds on prior years' efforts for continued planning with local and regional partners to respond to public health
emergencies, including the annual update of the agency's Public Health Emergency Preparedness Plan and other related plans.
Context
This objective relates directly to the recommendation made by the Wisconsin Preparedness Leadership Group to develop a
measurable goal and objective to create, maintain and update comprehensive plans to respond to public health emergencies. The
local agency is responsible to meet and plan with local and regional partners to prepare for public health emergency event
responses, and to annually update the local Public Health Emergency Preparedness (PHEP) Plan and other related plans. This is in
addition to the ongoing agency responsibilities to orient their agency staff members to their roles and responsibilities during an
emergency event response. In part, this planning should include the development of community plans, protocols, and /or
Memorandums of Understanding (MOU) regarding the Wisconsin Antiviral Distribution Policy for their [jurisdiction /County]. In
2007 and 2008, the recommendations of Antiviral Distribution Expert Panel addressed the need for Wisconsin to have a plan in
place for antiviral medications and personal protective equipment to be distributed statewide. The Expert Panel, in conjunction with
the Wisconsin Division of Public Health, has selected the outpatient treatment center distribution model to limit the movement of
infected patients within the community. This objective builds from a 2008 Pandemic Influenza grant objective which required each
jurisdiction to convene the initial community meeting. This issue is seen as a "critical component of public health and medical
preparedness" (PHP Grant Guidance, pg 13, #7). Input activities to meet this objective could include convening a community
meeting to discuss the Wisconsin Antiviral Distribution policy and identify treatment centers in the jurisdiction. The intent of this
objective is to focus on implementing the processes and systems that assure planning is done in a coordinated and effective manner
in accordance with the agency's three -year preparedness work plan. The agency's work plan should be considered an ongoing tool
and work in progress to be updated as appropriate to the agency's preparedness goals and objectives. The PHEP and other related
plans are to be compliant with the National Incident Management System (NIMS) and use the Incident Command System (ICS)
command structure. Other related plans may include the Mass Clinic Plan, Interim Pharmaceutical Stockpile (IPS), and Strategic
National Stockpile (SNS) Plan, and Redundant, Crisis or Risk Communication Plan. Local and regional partners may include
human service agencies, hospitals, clinics, law and fire departments, schools, businesses, emergency management, other
neighboring health departments, Tribes, Public Health Preparedness Consortia, and the Division of Public Health, Wisconsin
Emergency Management, and other state agencies. Specific plans to be addressed will be outlined in the Local Health Department
Workplan.
Input Activities
Objective: Risk Profile
Percent of Objective Accomplished
0% 1 10% 20% 1 30% 40% 1 50% 1 60% 1 70% 1 80% 1 85% 90% 1 95% 100%
Corresponding Percentage Recoupment
Corresponding Potential Recoupment Amounts
11/21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II(B)
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
Program: Public Health Preparedness - CDC Objective #: 1 of 5 Objective Value: $9,786
Definition of Percent Accomplished
Conditions of Eligibility for an Incentive
11/21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II(B)
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
Program: Public Health Preparedness - CDC Objective #: 2 of 5 Objective Value: $9,785
Objective: Primary Details
Objective Statement
REQUIRED LOCAL HEALTH DEPARTMENT /TRIBE (Competencies /Training) (2 of 5) By December 31 st, 2009, staff of City
of Oshkosh Health Department will meet the appropriate competencies for their assigned emergency preparedness roles.
Deliverable Due Date: 01/31/2010
Contract Deliverable (Evidence)
A standardized report to include: (1)a list of all agency staff and their assigned roles during a public health emergency (2)the related
competencies for their roles (3) documentation of their current level of competence.
Programs Providing Funds for this Objective
Public Health Preparedness - CDC: $9,785
Agency Funds for this Objective:
Data Source for Measurement
Agency records
Baseline for Measurement
This objective builds on prior years' efforts for agency staff members to receive appropriate public health preparedness emergency
response training to advance their knowledge and skills to demonstrate the emergency preparedness core competencies for their
identified position in a public health emergency response.
Context
This is a continuation of last year's objective, building on assuring staff competency. It moves beyond basic /core competencies
applicable to all staff to look at the more specific set of individualized competencies applicable to each staff member. The level of
competency will be measured as either basic, intermediate, or advanced. The report back to the state will consist of individual data
by agency and be de- identified, though each local agency will keep the name - identified data at their agency. The competencies
assessed and met will include: the Columbia 9 Core Competencies, the 3 categories within the Columbia University tool, and other
role- specific preparedness competencies, such as NIMS, epidemiology, risk communication, and integrated communication. "Public
health staff' for tribes includes all community health staff and may also include health clinic staff at the tribe's discretion. A
standardized reporting template /database will be created by consensus between DPH PHP staff and Consortium Program
Coordinators. It is important to note that this database does not include double data entry for locals or consortia.
Input Activities
Objective: Risk Profile
Percent of Objective Accomplished
0% 1 10% 20% 30% 1 40% 50% 1 60% 1 70% 1 80% 1 85% 90% 1 95% 100%
Corresponding Percentage Recoupment
Corresponding Potential Recoupment Amounts
Definition of Percent Accomplished
Conditions of Eli2lbility for an Incentive
1 1/21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II(B)
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
Program: Public Health Preparedness - CDC Objective #: 3 of 5 Objective Value: $9,785
Objective: Primary Details
Objective Statement
REQUIRED LOCAL HEALTH DEPARTMENT /TRIBE (Exercises) (3 of 5): By December 31, 2009, City of Oshkosh Health
Department will participate in a mass clinic exercise (tabletop, functional, or full - scale) or real event that meets the requirements set
by the Centers for Disease Control (CDC), in addition to completing (14 out of 14) Performance Measures.
Deliverable Due Date: 01/31/2010
Contract Deliverable (Evidence)
An agency report to include: 1)evidence of advance postings of all exercises to the National Exercise Schedule (NEXS) 2)a copy of
the HSEEP - compliant After - Action Report/Improvement Plan (AARAP) for each exercise or real event posted on the Health Alert
Network (HAN) 3)a summary of the corrective actions implemented in 2009, and 4)the completed (14 out of 14) Performance
Measures Matrix spreadsheet.
Programs Providing Funds for this Objective
Public Health Preparedness - CDC: $9,785
Agency Funds for this Objective:
Data Source for Measurement
Agency records
Baseline for Measurement
This objective builds on prior years' efforts to participate in an annual public health emergency preparedness exercise or real event,
to follow the CDC and other requirements and guidelines for evaluation and documentation, and to improve plans and systems
based on the results of the exercise or real event.
Context
This objective relates directly to the recommendation made by the Wisconsin Preparedness Leadership Group and approved by
DPH for the evaluation of all real events and exercises using a consistent after action report format to be used to improve plans and
systems accordingly. Each public health preparedness local and/or regional exercise is to: 1) address the CDC performance
standards, 2) incorporate the NIMS /ICS all- hazards incident response, 3) be compliant with Homeland Security Exercise and
Evaluation Program ( HSEEP) exercise guidelines, and 4) meet the requirements set by the CDC grant guidance, including the
number and type of exercises to be done in 2009. HSEEP compliance includes developing and submitting an After - Action
Report /Improvement Plan (AAR /IP) for real events and exercises. This form may be found in the exercise guidelines contained in
HSEEP Volume III or by accessing the HSEEP website at https: / /hseep.dhs.gov. In addition, it is recommended that at least one
exercise or real event should include a test of the Wisconsin Emergency Assistance Volunteer Registry (WEAVR). In 2009 use of
the AAR /IP form will be required for reporting the results of all public health events and exercises. A notice of each exercise is to
be posted on the National Exercise Schedule (see PHP Grant Guidance, pg 13, 7a, pg 14, 7b). This posting should include advance
notice of the exercise. A copy of the actual AAR/IP form, or a message indicating the exercise was done with the date, lead agency,
exercise name and type (actual event, table top, functional, or full- scale) and person to contact to review the actual AAR/IP content
should be posted on the HAN. Specific exercises to be addressed will be outlined in the Local Health Department Workplan.
Input Activities
Objective: Risk Profile
Percent of Objective Accomplished
Corresponding Percentage
Corresponding Potential Recoupment Amounts
Definition of Percent Accomplished
11 /21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II(B)
Contract #: 16889 Agency: Oshkosh Health Department
Program: Public Health Preparedness - CDC Objective #: 3 of 5
Conditions of
for an Incentive
Contract Year: 2009
Objective Value: $9,785
I 1 i2112008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II(B)
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
Program: Public Health Preparedness - CDC Objective #: 4 of 5 Objective Value: $9,785
Objective: Primary Details
Objective Statement
REQUIRED LOCAL HEALTH DEPARTMENT /TRIBE (At -Risk Populations) (4 of 5): By December 31, 2009, City of Oshkosh
Health Department will collaborate with community partners to develop an integrated public health response addressing at -risk
populations during public health emergencies.
Deliverable Due Date: 01/31/2010
Contract Deliverable (Evidence)
An agency report to include: 1) evidence of participation in discussions related to at -risk populations such as meeting minutes
and /or sign -in sheets showing meeting attendance, and 2) copies of associated protocols, plans (including updates and changes), or
Memorandums of Understanding (MOU) developed related to at -risk populations and public health emergencies in their jurisdiction
as available.
Programs Providing Funds for this Objective
Public Health Preparedness - CDC: $9,785
Agency Funds for this Objective:
Data Source for Measurement
Agency records
Baseline for Measurement
This is a new initiative.
Context
This objective relates directly to the federal Pandemic and All Hazards Preparedness Act(PAHPA) that requires all agencies
receiving funding to meet the goal of addressing the public health and medical needs of at -risk individuals in the event of a public
health emergency. Before, during, and after a public health emergency, members of at -risk populations may have additional needs
in one or more of the following functional areas: maintaining independence, communication, transportation, supervision, and
medical care. In addition to those individuals specifically recognized as at -risk in the statute, i.e., children, senior citizens, and
pregnant women, individuals who may need additional response assistance should include those who have disabilities; live in
institutionalized settings; are from diverse cultures; have limited English proficiency or are non - English speaking; are transportation
disadvantaged; have chronic medical disorders; and have pharmacological dependency. The Wisconsin Division of Public Health,
in recognizing this mandate, convened a Special Populations Taskforce which produced a Special Populations Toolkit to be used by
local entities in pre - planning for at -risk populations in a public health emergency. In recognizing the relevance of special
populations in public health preparedness planning, certain indicators were included in the risk formula that was used to calculate
funding allocations in 2009 to local entities. In addition, the PHP Grant Guidance also states that the State Office for Aging (or
equivalent office for addressing the emergency preparedness, response and recovery needs of the elderly) must be engaged in order
to further our work in planning for the elderly in our communities (PHP Guidance, pg 13, #5). This objective also reinforces efforts
in planning for special populations at a mass clinic, which is also an element that is recorded in the Technical Assistance Review
(TAR).
Input Activities
Recommended activities could include: 1) convening community meetings to discuss the Special Populations Toolkit, 2)convening
a meeting with volunteer organization in their jurisdiction to discuss sheltering in a public health emergency, or 3) include Special
Populations /At -Risk planning in their mass clinic plans.
Objective: Risk Profile
Percent of Objective Accomplished
Recoupment
Corresponding Potential Recoupment Amounts
Definition of Percent Accomplished
I I i2 l /2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II(B)
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
Program: Public Health Preparedness - CDC Objective #: 4 of 5 Objective Value: $9,785
Conditions of Eligibility for an Incentive
11/21/2008 03:04 PM DPH Grants and Contracts
Contract Agreement Addendum: Exhibit II(B)
Contract #: 16889 Agency: Oshkosh Health Department Contract Year: 2009
Program: Public Health Preparedness - CDC Objective #: 5 of 5 Objective Value: $9,785
Objective: Primary Details
Objective Statement
REQUIRED LOCAL HEALTH DEPARTMENT /TRIBE (Restructure) (5 of 5): By December 31, 2009, City of Oshkosh Health
Department will participate in the process of restructuring existing consortia to no more than six consortia aligning within the
Department of Health Services geographic Regional Office boundaries.
Deliverable Due Date: 01/31/2010
Contract Deliverable (Evidence)
An agency report to include: 1) evidence of participation in the restructuring process such as meeting minutes and/or sign -in sheets
showing meeting attendance, 2) copies of any associated protocols, plans, by -laws, or Memorandums of Understanding (MOU)
developed related to the restructuring process, and 3) contact information for the acting fiscal agent for 2010 and beyond (as
identified by March 31st 2009).
Programs Providing Funds for this Objective
Public Health Preparedness - CDC: $9,785
Agency Funds for this Objective:
Data Source for Measurement
Agency records
Baseline for Measurement
This is a new initiative to be completed with partners within the region.
Context
The recommendations of the Public Health Preparedness (PHP) Senior Advisory Committee accepted by the Division of Public
Health specifically state that: realignment of consortia should occur by December 31, 2009. Consortia boundaries will match the
footprints of the Department of Health Services (formerly the Department of Health and Family Services) regional boundaries.
There is an option of up to two consortia per region based on the population of that region: less than 1.5 million population allows
for one consortia per region, and more than 1.5 million population allows for up to two consortia per region, for a maximum of six
public health preparedness consortia statewide. A future change in regional population above or below the threshold will not change
the statewide consortia configuration. Health departments cannot opt out of consortia membership. The administration of consortia
should be done at the local /tribal department level. Regional Offices will assist in the consortia consolidation planning process by
helping to coordinate meetings. By March 31, 2009, a consortia fiscal agent will be selected for the new consortia, and DPH will be
notified of that fiscal agent. The PHP Advisory Committee felt this date was necessary in order to assure a smooth contractual
transition.
Input Activities
Percent of 1
Objective: Risk Profile
Corresponding Percentage Recoupment
Corresponding Potential Recoupment Amounts
Definition of Percent Accomplished
Conditions of Eligibility for an Incentive
11 /21/2008 03:04 PM DPH Grants and Contracts