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HomeMy WebLinkAboutPR 21639: TEXAS DEPARTMENT OF STATE HEALTH SERVICES AND THE CITY PORT ARTHUR TO PROVIDE TB SERVICES or! rrlrrr�— Tera s www.PortArth u rTx.gov INTEROFFICE MEMORANDUM Date: October 15, 2020 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Judith A. Smith,BSN, RN,Director of Health Services RE: Authorization to approve the Contract between Texas Department of State Health Services and the City of Port Arthur to provide TB services in South Jefferson County. The Contract is effective on January 1, 2020 through December 31, 2021 and requires a 20%cash match. Introduction: The intent of this Agenda item is to seek the City Council's approval for the City Manager to renew the contract between the Department of State Health Services and the City of Port Arthur for the Tuberculosis program in the not to exceed amount of$ 45,710.00 for the two year period. The amount of award for each period is $19,046 and it requires a 20% Match of 1. 3,809.00. Background: These are federal funds that have been awarded to the city of Port Arthur since 2015,and renewed for the last 4 years. The Contract is between the Department of State Health Services and the City of Port Arthur, and it allows the Health Department the ability to provide basic services and associated activities for tuberculosis (TB) prevention and control, and expanded outreach services to individuals of identified special populations who have or who are at risk of developing Tuberculosis(173). Budget Impact: This award is for $19,046.00 and includes a 20% cash match of $3,809.00 from the city's general fund for FY 2021. Recommendation: It is recommended that the Council approve P.R.No. 21639,the contract between the Department of State Health Services and the City of Port Arthur for TB services for the period January 1, 2021 through December 31, 2021. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 >C Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R.No. 21639 10/15/2020-j s RESOLUTION NO. A RESOLUTION APPROVING THE FY 2021 CONTRACT AMENDMENT BETWEEN THE CITY OF PORT ARTHUR AND THE DEPARTMENT OF STATE HEALTH SERVICES TB DIVISION, ADDING $19,046.00 WITH A CASH MATCH OF $3,809.00 FOR A COMBINED TOTAL OF $22,855.00. THE CASH MATCH IS BUDGETED IN THE FY2021 GENERAL FUND BUDGET. THE TOTAL CONTRACT AMOUNT WILL NOT EXCEED $45,710.00. THE CONTRACT PERIOD IS FROM JANUARY 1,2021 THROUGH DECEMBER 31,2021. WHEREAS, the Department of State Health Services has provided federal funds to the City of Port Arthur since 2015 to provide basic services and associated activities for tuberculosis (TB) prevention and control, and expanded outreach services to special populations who are at risk; and, WHEREAS,this funding will continue to provide financial assistance to the Port Arthur City Health Department to continue to provide necessary TB services in South Jefferson County; and, WHEREAS, the Department of State Health Services provided funding for TB services in the amount of$19,046.00 with a cash match of$3,809.00 for FY 2020;and, WHEREAS, the Department of State Health Services desires to add funding in the amount of$19,046.00 for the period beginning January 1, 2021 through December 31, 2021 with a city match of$ 3,809.00. WHEREAS, this will cover a portion of supplies, salaries and travel for the TB clinic staff in the Health Department. P.R.No. 21639 10/15/2020-j s NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That,the facts and opinions in the preamble are true and correct. Section 2. That, the City Council of the City of Port Arthur hereby accepts and approves the Department of State Health Service providing funds for Tuberculosis Prevention and Control in the amount of$19,046.00 and matching city funds of$3,809.00 for a combined total of$22,855.00 with the total contract not exceeding$45,710.00. Section 3. That, the City Council deems it is in the best interest of the City to approve and authorize the City Manager and the Director of the City's Health Department to execute the contract between the Department of State Health Services and the City of Port Arthur in substantially the same form as delineated in Exhibit"A". Section 4. That, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED,AND APPROVED,this day of October, 2020 A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following Vote: AYES: Mayor: Councilmembers: NOES: P.R. No. 21639 10/15/2020 js Thurman Bartie, Mayor ATTEST: Sherri Bellard, City Secretary A PROVED AS TO FORM: (12-t-12i beity / Val Tize o, City Attorney APPROVED FOR ADMINISTRATION: alit fattti) Ron Burton, City Manager Ju h A. Smith, BSN,RN Di ector of Health Services APPROVED AS TO AVAILABILITY OF FUNDS: GLS V J A- Kandy Danie Interim Director Finance EXHIBIT "A" Exhibits Are Available For Review In The City Secretary Office Or Online DocuSign Envelope ID:943144D6-9B36-4C89-A660-234F7711 E7E4 DEPARTMENT OF STATE HEALTH SERVICES CONTRACT No. HHS000686100022 AMENDMENT No. 1 THE DEPARTMENT OF STATE HEALTH SERVICES ("System Agency" or "DSHS") and CITY OF PORT ARTHUR("Grantee"),who are collectively referred to herein as the"Parties"to that certain grant Contract effective January 1, 2020, and denominated DSHS Contract No. HHS000686100022("Contract"), now want to amend the Contract. WHEREAS, the Parties desire to renew the term of the Contract for an additional year; WHEREAS, the Parties desire to add funds for the period beginning January 1, 2021, through December 31, 2021 (hereinafter referred to as"Fiscal Year 2021" or"FY2021"); and WHEREAS, the Parties desire to revise the Statement of Work for Fiscal Year 2021. Now,THEREFORE,the Parties hereby amend and modify the Contract as follows: 1. ARTICLE IV of the Signature Document, DURATION, is hereby amended to reflect a revised termination date of December 31, 2021. 2. ARTICLE V of the Signature Document, BUDGET, is hereby amended to add $19,046.00 in DSHS funding with the Grantee providing$3,809.00 in matching funds,for an FY2021 combined total of$22,855.00. The total Contract amount will not exceed $45,710.00.All expenditures under the Contract will be in accordance with ATTACHMENT B-1, FY2021 BUDGET. 3. ATTACHMENT A, STATEMENT OF WORK, is hereby deleted and replaced with ATTACHMENT A-1,REVISED STATEMENT OF WORK. 4. This Amendment shall be effective on January 1, 2021. 5. Except as amended and modified by this Amendment, all terms and conditions of the Contract shall remain in full force and effect. 6. Any further revisions to the Contract shall be by written agreement of the Parties. Signature Page Follows Page 1 of 8 DocuSign Envelope ID:943144D6-9B36-4089-A660-234F7711 E7E4 SIGNATURE PAGE FOR AMENDMENT No. 1 SYSTEM AGENCY CONTRACT No.HHS000686100022 DEPARTMENT OF STATE HEALTH SERVICES CITY OF PORT ARTHUR By: Name: Title: Date of Signature: Date of Signature: THE FOLLOWING DOCUMENTS ARE ATTACHED AND INCORPORATED AS PART OF THE CONTRACT: ATTACHMENT A-1 REVISED STATEMENT OF WORK ATTACHMENT B-1 FY2021 BUDGET ATTACHMENT G-1 FFATA ATTACHMENTS FOLLOW Page 2 of 8 DocuSign Envelope ID:943144D6-9B36-4C89-A660-234F7711 E7E4 ATTACHMENT A-1 REVISED STATEMENT OF WORK 1. GRANTEE RESPONSIBILITIES Grantee will: A. Comply with the most current version of the Tuberculosis Work Plan located at: http://www.dshs.texas.gov/idcu/di sease/tb/pol icies/. B. Use federal funds under this Contract to support core TB control front-line activities including but not limited to: 1. Directly observed therapy (DOT); 2. Outpatient services (tuberculin skin testing, chest radiography, medical evaluation, treatment); 3. Contact Investigation; 4. Cohort Review; 5. Surveillance; 6. Reporting; 7. Data analyses; 8. Cluster investigations; and 9. Provider education. C. Provide a cash match of no less than 20%of the total budget as reflected in the Contract. D. Provide match at the required percentage or Department of State Health Services (DSHS) may withhold payments, use administrative offsets, or request a refund from Grantee until the required match ratio is met. No federal or other grant funds can be used as part of meeting the match requirement. E. Ensure no DSHS funds or matching funds are used for: 1. Medication purchases; 2. Inpatient clinical care (hospitalization services); 3. Entertainment; 4. Furniture; 5. Equipment; and 6. Sectarian worship, instruction, or proselytization. However, food and incentives are allowed using DSHS funds, but are not allowed for matching funds. F. Not lapse more than 1% of the total funded amount of the Contract. G. Maintain and adjust spending plan throughout the Contract term to avoid lapsing funds. During the term of this Contract, DSHS reserves the right to decrease funding amounts as a result of the Grantee's budgetary shortfalls and/or due to the Grantee lapsing more than 1%of total funds. H. Maintain staffing levels to meet required activities of the Contract and to ensure all funds in the personnel category are expended. Page 3 of 8 DocuSign Envelope ID:943144D6-9B36-4C89-A660-234F7711 E7E4 I. Use DSHS-designated data systems available for local entry. All collected TB information shall be entered into a designated state TB information system, including all data fields on the Report of Verified Case of Tuberculosis (RVCT), TB340, any laboratory results received locally, and any additional clinical information, according to documented timelines and specifications. Data entered into DSHS data systems will be considered submitted to DSHS. J. Comply with all applicable federal and state statutes and regulations, policies and guidelines, as revised. II. PERFORMANCE MEASURES System Agency will monitor the Grantee's performance of the requirements in Attachment A- 1 and compliance with the Contract's terms and conditions. If Grantee fails to meet any of the performance measures, Grantee will respond to any finding in a written narrative explaining the barriers and the plan to address those barriers. This requirement does not excuse any violation of this Contract, nor does it limit DSHS as to any options available under the Contract regarding breach. III. INVOICE AND PAYMENT Grantee will request payment by preparing an invoice and submitting acceptable supporting documentation for reimbursement of the required services/deliverables. Invoices and supporting documentation shall be submitted to DSHS no later than 30 days after the last day of each month. A. Grantee will request payments using the State of Texas Purchase Voucher(Form B-13) at http://www.dshs.state.tx.us/grants/forms/b13form.doc. Voucher and any supporting documentation will be mailed or submitted by fax or electronic mail to the address/number below. Department of State Health Services Claims Processing Unit, MC 1940 1100 West 49th Street P.O. Box 149347 Austin, TX 78714-9347 FAX: (512)458-7442 EMAIL: invoices�a,dshs.texas,gov & CMSinvoices(a,dshs.texas.gov B. Grantee will email the Financial Status Report (FSR-269A) and the Match Certification Form (B-13A) to the following: InvoicesAdshs.texas.gov and TBContractReporting(adshs.texas.gov. Grantee must submit final FSR and a reimbursement or final payment request no later than forty-five (45) calendar days following the end of the Contract term. C. Grantee will be paid on a cost reimbursement basis and in accordance with the Budget in Attachment B-1 of this Contract. Page 4 of 8 DocuSign Envelope ID:943144D6-9B36-4089-A660-234F7711 E7E4 IV.PROGRAMMATIC REPORTING REQUIREMENTS Report Name Frequency Period Begin Period End Due Date FY20 Annual Narrative Report Annually Jan. 1, 2020 Dec. 31, 2020 April 1, 2021 FY21 Annual Narrative Report Annually Jan. 1,2021 Dec. 31, 2021 April 1,2022 Financial Status Report(FSR) & Match Quarterly Jan. 1,2021 Mar. 31, 2021 April 30, 2021 Reimbursement/Certification Form (B-13A) FSR& Form B-13A Quarterly April 1, 2021 June 30, 2021 July 31, 2021 FSR&Form B-13A Quarterly July 1, 2021 Sept. 30, 2021 Oct. 31, 2021 FSR& Form B-13A Quarterly Oct. 1,2021 Dec. 31, 2021 Feb. 15, 2022 Annual Report Submission Instructions: Submit program reports to the TB Reporting Mailbox at TBContractReporting@a,dshs.texas.gov. The DSHS TB Program will provide the form and format for the Annual Narrative Report.The Annual Narrative Report will be a separate report for the Grantee and must not be included with reports for the Region. Page 5 of 8 DocuSign Envelope ID:943144D6-9B36-4C89-A660-234F7711 E7E4 ATTACHMENT B-1 FY2021 BUDGET Grantee: City of Port Arthur Program ID: TB/PC-Federal Contract Number: HHS 000686100022 Budget Categories DSHS Funds Cash Match Category Total Personnel $12,060.00 $0.00 $12,060.00 Fringe Benefits $5,668.00 $0.00 $5,668.00 Travel $718.00 $1,065.00 $1,783.00 Equipment $0.00 $0.00 $0.00 Supplies $600.00 $2,744.00 $3,344.00 Contractual $0.00 $0.00 $0.00 Other $0.00 $0.00 $0.00 Total Direct Costs $19,046.00 $3,809.00 $22,855.00 Indirect Costs $0.00 $0.00 $0.00 Totals: $19,046.00 $3,809.00 $22,855.00 (Remainder of Page Intentionally Left Blank) Page 6 of 8 DocuSign Envelope ID:943144D6-9836-4C89-A660-234F7711 E7E4 ATTACHMENT G-1 Fiscal Federal Funding Accountability and Transparency Act (FFATA) CERTIFICATION The certifications enumerated below represent material facts upon which DSHS relies when reporting information to the federal government required under federal law. If the Department later determines that the Contractor knowingly rendered an erroneous certification, DSHS may pursue all available remedies in accordance with Texas and U.S. law. Signor further agrees that it will provide immediate written notice to DSHS if at any time Signor learns that any of the certifications provided for below were erroneous when submitted or have since become erroneous by reason of changed circumstances. If the Signor cannot certify all of the statements contained in this section, Signor must provide written notice to DSHS detailing which of the below statements ft cannot certify and why. Legal Name of Contractor. FFATA Contact#1 Name,Email and Phone Number: Primary Address of Contractor. FFATA Contact#2 Name,Email and Phone Number: ZIP Code:9-digits Required www.usps.com DUNS Number.9-digits Required www,sam.gov State of Texas Comptroller Vendor Identification Number WIN)14 Digits Printed Name of Authorized Representative Signature of Authorized Representative Judith A. Smith Title of Authorized Representative Date Director of Health Services -1- Department of State Health Services Form 4734—June 2013 Page 7 of 8 DocuSign Envelope ID:943144D6-9836-4C89-A660-234F7711 E7E4 Fiscal Federal Funding Accountability and Transparency Act (FFATA) CERTIFICATION As the duly authorized representative (Signor)of the Contractor, I hereby certify that the statements made by me in this certification form are true, complete and correct to the best of my knowledge. Did your organization have a gross income, from all sources, of less than $300,000 in your previous tax year? Yes No If your answer is "Yes", skip questions "A", "B", and "C" and finish the certification. If your answer is "No",answer questions "A" and "B". A. Certification Regarding%of Annual Gross from Federal Awards. Did your organization receive 80% or more of its annual gross revenue from federal awards during the preceding fiscal year? I I Yes I I No B. Certification Regarding Amount of Annual Gross from Federal Awards. Did your organization receive $25 million or more in annual gross revenues from federal awards in the preceding fiscal year? , Yes I I No If your answer is "Yes" to both question "A" and "B", you must answer question "C". If your answer is "No" to either question "A" or "B", skip question "C" and finish the certification. C. Certification Regarding Public Access to Compensation Information. Does the public have access to information about the compensation of the senior executives in your business or organization (including parent organization, all branches, and all affiliates worldwide) through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986? Yes fI No If your answer is "Yes" to this question, where can this information be accessed? If your answer is "No" to this question, you must provide the names and total compensation of the top five highly compensated officers below. Provide compensation information here: - 2 - Department of State Health Services Form 4734—June 2013 Docu ; Y SECURED Certificate Of Completion Envelope Id:943144D69B364C89A660234F7711 E7E4 Status:Sent Subject:Amending$45,710.00;HHS000686100022;City of Port Arthur A-1;DSHS/LIDS/TB-FED Source Envelope: Document Pages: 18 Signatures:0 Envelope Originator: Certificate Pages:2 Initials:0 Texas Health and Human Services Commission AutoNav:Enabled 1100 W.49th St. Envelopeld Stamping: Enabled Austin,TX 78756 Time Zone:(UTC-06:00)Central Time(US&Canada) PCS_DocuSign@hhsc.state.tx.us IP Address: 167.137.1.12 Record Tracking Status Original Holder:Texas Health and Human Services Location: DocuSign 10/12/2020 12:39:26 PM Commission PCS_DocuSign@hhsc.state.tx.us Signer Events Signature Timestamp Ron Burton Sent: 10/12/2020 2:18:14 PM ron.burton@portarthurtx.gov City Manager City of Port Arthur Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Judith A. Smith Sent: 10/12/2020 2:18:14 PM judith.smith@portarthurtx.gov Viewed: 10/12/2020 6:40:33 PM Director of Health Services City of Port Arthur Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Imelda Garcia ImeldaM.Garcia@dshs.texas.gov Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Carbon Copy Events Status Timestamp CMS COPIED Sent: 10/12/2020 2:18:14 PM CMUcontracts@dshs.texas.gov Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Lauren MillerCOPIED Sent: 10/12/2020 2:18:13 PM Lauren.Miller©dshs.texas.gov CMS Branch Manager Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 10/12/2020 2:18:14 PM Payment Events Status Timestamps