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HomeMy WebLinkAboutPR 22152: AMENDING THE FY 2021-2024 CONTRACT WITH THE DEPARTMENT OF STATE HEALTH SERVICES, COVID-19 City of nrt rthu�— Texas www.PortArthurTx.gov Date: September 17, 2021 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Judith A. Smith, RN, BSN, Director of Health Services RE: Approval to Amend the FY 2021 through FY 2024 contract between the City of Port Arthur and the Department of State Health Services to increase COVID-19 vaccinations in this jurisdiction. This award increases funds by $1,270,055 for a total not to exceed $2,012,567.00. There is no cash match. Introduction: The Department of State Health Services provides financial assistance to the City of Port Arthur Health Department to supplement the delivery of public health services to Jefferson and surrounding counties. Funding is available to assist the City's health department increase the COVID-19 vaccinations in this jurisdiction. Background:This grant was written to establish a strike team for this jurisdiction and to provide COVID-19 vaccinations to the high risk and underserved populations. Additional nontraditional sites will be set up in various communities in this jurisdiction to provide COVID-19 vaccinations. Recommendation: It is recommended that the City Council approve P.R. No. 22152, amending the contract between the City of Port Arthur and the Department of State Health Services to increase funding for FY 2021 to FY 2024. Budget Impact: These funds will cover operational expenses of the program and will increase staff to assist with COVID-19 vaccinations. This grant will also support the health department's goal of contracting a Licensed Social Worker to help link citizens to social services. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P. R. No. 22152 09/17/2021-js RESOLUTION NO. A RESOLUTION AMENDING THE FY 2021-2024 CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND THE DEPARTMENT OF STATE HEALTH SERVICES, COVID-19 IMMUNIZATION PROGRAM INCREASING THE GRANT BY $1,270,055.00. THE TOTAL AMOUNT OF THIS GRANT WILL NOT EXCEED $2,012,567.00, AND IT WILL BE EFFECTIVE UPON SIGNATURE AND EXPIRE 06/30/2024. NO CASH MATCH IS REQUIRED. WHEREAS, the Department of State Health Services provides financial assistance to the Port Arthur City Health Department to supplement the delivery of public health services. This Covid-19 Immunization Grant Program will allow the City's Health Department to increase the COVID-19 vaccination capacity across this jurisdiction, especially to high risk and underserved populations; and, WHEREAS, the City Council approved the initial contract on April 27, 2021 per Res. No. 21-166, for a not to exceed amount of$742,512.00. Now, the Department of State Health Services is desiring to increase funding to support COVID-19 vaccinations by adding $1,270,055.00. This amendment will be effective upon signatures of both parties and will continue until 06/30/2024. The total amount of this grant will not exceed $ 2,012,567.00. There is No city cash match. 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. P. R. No. 22152 09/17/2021-js Section 2. That, the City Council of the City of Port Arthur hereby approves the contract amendment between the City of Port Arthur and the Department of State Health Services. 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 amendment between the Department of State Health Services and the City of Port Arthur, Texas, to continue the Immunization COVID-19 Vaccination program 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 September, 2021 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: Mayor ATTEST: Sherri Bellard, City Secretary P. R.No.22152 09/17/2021-js APPROVE I AS TO FORM: / al Tizen•, rty� orney APPROVED FOR ADMINISTRATION: 4uctdiu ,stmca Ron Burton, City Manager Judith Vnith, RN, BSN, Director of Health EXHIBIT "A" DocuSign Envelope ID:21 DDAOAF-D4B8-4D4D-AB72-1834533A813D 41140:140;\ TEXAS :� 1i:` Health and Human Texas Department of State Health Services • Services John Hellerstedt,M.D. Commissioner Ron Burton City of Port Arthur 449 Austin Avenue Port Arthur, Texas 77640 Subject: COVID-19 Vaccination Capacity Contract Contract Number: HHS001019500028, Amendment No. 1 Contract Amount: $2,012,567.00 Contract Term: May 3, 2021 through June 30, 2024 Dear Mr. Burton: Enclosed is the COVID-19 vaccination capacity contract between the Department of State Health Services and City of Port Arthur. The purpose of this contract is to increase COVID-19 vaccination capacity for the jurisdiction. This Amendment increases the Contract amount by $1,270,055.00. Please let me know if you have any questions or need additional information. Sincerely, Holly Zoerner, CTCM Contract Manager 512-776-3767 Holly.Zoerner@dshs.texas.gov DocuSign Envelope ID:21DDAOAF-D4B8-4D4D-AB72-1834533A813D DEPARTMENT OF STATE HEALTH SERVICES CONTRACT No. HHS001019500028 AMENDMENT No. 1 The DEPARTMENT OF STATE HEALTH SERVICES("SYSTEM AGENCY"),a pass-through entity,and CITY OF PORT ARTHUR("GRANTEE"), who are collectively referred to herein as the "Parties," to that certain Immunizations/COVID-19 Contract effective May 3, 2021 and denominated DSHS Contract No. HHS001019500028 ("the Contract"), now desire to further amend the Contract. WHEREAS, DSHS desires to add funding for Coronavirus Disease 2019 (COVID-19) activities; and WHEREAS, DSHS desires to amend the Statement of Work to add objectives and activities for Coronavirus Disease 2019 (COVID-19); and Now,THEREFORE, the Parties hereby amend and modify the Contract as follows: 1. SECTION IV of the Contract, BUDGET is hereby amended to add COVID-19 funds to the Contract of$1,270,055.00. The Contract shall not exceed the amount of$2,012,567.00. All expenditures of the additional funds must conform with ATTACHMENT B-1, SUPPLEMENTAL BUDGET. 2. ATTACHMENT A of the Contract, STATEMENT OF WORK is hereby supplemented with the addition of ATTACHMENT A-1,SUPPLEMENTAL STATEMENT OF WORK. 3. ATTACHMENT B, BUDGET, is hereby supplemented with ATTACHMENT B-1, SUPPLEMENTAL BUDGET (attached hereto). 4. This Amendment No. 1 shall be effective upon the date of the last signature. 5. Except as amended and modified by this Amendment No. 1, all terms and conditions of the Contract, as amended, 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 2 DocuSign Envelope ID:21DDAOAF-D4B8-4D4D-AB72-1834533A813D SIGNATURE PAGE FOR AMENDMENT No. 1 DEPARTMENT OF STATE HEALTH SERVICES CONTRACT No.HHS001019500028 SYSTEM AGENCY GRANTEE Signature Signature Printed Name: Printed Name: Title: Title: Date of Execution: Date of Execution: THE FOLLOWING ATTACHMENTS ARE ATTACHED AND INCORPORATED AS PART OF THE CONTRACT: ATTACHMENT A-1 SUPPLEMENTAL STATEMENT OF WORK ATTACHMENT B-1 SUPPLEMENTAL BUDGET ATTACHMENTS FOLLOW 3 DocuSign Envelope ID:21DDAOAF-D4B8-4D4D-AB72-1834533A813D ATTACHMENT A-1 SUPPLEMENTAL STATEMENT OF WORK I. Grantee will conduct all of the following objectives that are aligned with an approved workplan. A. Objective 1 1. Grantee will utilize relevant U.S. Census tract data at the Zip Code level to identify geographic areas within their jurisdiction with increased populations of the following racial and ethnic minority groups: a) Non-Hispanic American Indians b) Alaska Native c) Non-Hispanic Black d) Hispanic Grantee may hire or contract Data Analysts, Statisticians, Epidemiologists, Social Workers, and Public Health specialists to identify these populations. Grantee is encouraged to map vaccination coverage within their jurisdiction by ZIP Code using ImmTrac vaccination data and/or other local programs which capture COVID-19 vaccination data. 2. Once identified, Grantee will perform targeted education and outreach regarding COVID-19 vaccination to these communities. Methods of education and outreach can include, but are not limited to: a) Door-to-door educational pamphlet placement b) Town hall meetings c) Neighborhood association meetings d) Festival/fair, or other community event 3. Grantee will share this data with other organizational entities within the jurisdiction to assist with the outreach. These entities can include health department programs like HIV/STD, WIC, and Rural Health, as well as other agencies who regularly interact with these racial and ethnic minority groups. These groups can include the jurisdictional fire department, police department, public works department, and community services department. a) Grantee will investigate pathways to incorporate these external organizations to assist in delivery of outreach and educational messages. B. Objective 2 1. Using the data from the identified disproportionate population identified, Grantee will develop and implement outreach campaigns to identify and train trusted messengers to deliver COVID-19 vaccine safety and effectiveness to 4 DocuSign Envelope ID:21DDAOAF-D4B8-4D4D-AB72-1834533A813D these communities and populations. These trusted messengers can include, but are not limited to: a) Faith leaders b) Teachers c) Community health workers d) Radio DJ's e) Barbers f) Local Proprietors g) Community and civic leaders 2. These trusted messengers will deliver their COVID-19 vaccine promotion material and information through local media outlets, social media, faith-based venues, community events, and other culturally appropriate venues. 3.Within the jurisdiction, the Grantee will contact and engage the following entities to develop and operate temporary or mobile COVID-19 vaccination sites, especially in high-disparity communities. The following are recommendations: a) Places of worship b) Community-based centers (libraries, event centers) c) Recreation centers d) Food banks e) Schools/colleges f) Grocery stores g) Salons/barbershops h) Major employers C. Ob i ective 3 1. Grantee will continue to increase access to vaccination sites and appointments throughout the jurisdiction by using multiple locations and with flexible hours (evening hours) which are accessible to and frequented by the identified disproportionate populations. Sites should include,but are not limited to: a) Pharmacies b) Healthcare facilities c) Community-based sites d) Mobile sites 2. Grantee must coordinate with local community-based organizations to plan and implement mobile vaccination clinics and is encouraged to work with minority community health workers, nursing students/schools, and historical black colleges and universities, as applicable. 5 DocuSign Envelope ID:21DDAOAF-D4B8-4D4D-AB72-1834533A813D 3. Grantee is required to simplify the COVID-19 vaccine patient registration procedure through the following avenues: a) Prioritize options which do not require pre-registration b) Ensure patient registration options do not require the internet or digital platforms c) Registration is accessible to those with limited English proficiency or limited literacy i. Registration does NOT require nonessential documentation. 4. Grantee is encouraged to support free or subsidized transportation options to access vaccination appointments either directly or indirectly through community partners. D. Objective 4 1. Grantee will fund and hire a dedicated health communicator to support and implement the jurisdiction's specific vaccine communication, education, and outreach. This position will assist the Grantee in: a) Developing and implementing community-based and culturally and linguistically appropriate messages which focus on COVID-19 spread, symptoms, treatment, and prevention, AND benefits of vaccination b) Fund communications strategies that accommodate different levels of health literacy, digital literacy, and science literacy c) Develop toolkits, checklists, quick guides, etc., to increase vaccine education d) Continue training of local trusted messengers to deliver messages regarding vaccine hesitancy and misinformation e) Develop localized testimonial campaigns E. Objective 5 1. Grantee will fund and hire an adult immunization coordinator to focus on COVID-19, influenza, and other necessary vaccines for these disproportionate populations within their jurisdiction to serve as a safety net for at-risk individuals. The coordinator will focus on: a) Quality improvement b) Reminder recall c) Other relevant activities to improve adult coverage rates 6 DocuSign Envelope ID:21DDAOAF-D4138-4D4D-AB72-1834533A813D ATTACHMENT B-1 SUPPLEMENTAL BUDGET Total Amount Budget Categories Upon execution to June 30, 2024 Personnel $731,298.00 Fringe $336,397.00 Travel $3,360.00 Equipment $0.00 Supplies $31,000.00 Contractual $159,600.00 Other $8,400.00 Total Direct $1,270,055.00 Indirect $0.00 Total $1,270,055.00 Remainder of page intentionally left blank 7 DocuSign Certificate Of Completion Envelope Id:21 DDA0AFD4B84D4DAB721834533A813D Status:Sent Subject:$2,012,567.00;HHS001019500028 City of Port Arthur Al;IMM/COVID Source Envelope: Document Pages:7 Signatures:0 Envelope Originator: Certificate Pages:5 Initials:0 CMS Internal Routing Mailbox AutoNav:Enabled 11493 Sunset Hills Road Envelopeld Stamping:Enabled #100 Time Zone:(UTC-06:00)Central Time(US&Canada) Reston,VA 20190 CMS.IntemalRouting@dshs.texas.gov IP Address: 167.137.1.8 Record Tracking Status:Original Holder: CMS Internal Routing Mailbox Location:DocuSign 9/13/2021 3:14:43 PM CMS.InternalRouting@dshs.texas.gov Signer Events Signature Timestamp Ron Burton,City Manager Sent:9/13/2021 3:24:10 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 Helen Whittington helen.whittington@dshs.texas.gov Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Accepted:9/13/2021 12:09:58 PM ID:7d96adf3-4a40-4e92-8fa4-ac1 fab558e0f Patty Melchior Patty.Melchior@dshs.texas.gov Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Accepted:9/13/2021 3:04:23 PM ID:ab371eec-c4f5-4b43-b3b4-fe4731dc6903 Kirk Cole Kirk.Cole@dshs.texas.gov Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Accepted:9/10/2021 4:17:25 PM ID:57a0e7bd-e835-43aa-8f86-c0f6d9036484 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 Lillie Powell COPIED Sent:9/13/2021 3:24:10 PM lillie.powell@dshs.texas.gov Contract Manager Texas Health and Human Services Commission Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Judith Smith COPIED Sent:9/13/2021 3:24:10 PM judith.smith@portarthurtx.gov Viewed:9/13/2021 3:36:43 PM Director of Health Services City of Port Arthur Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Accepted:8/25/2021 3:41:37 PM ID:0e371822-fba6-41 de-8a62-cbee47f84e9e CMS Internal Routing Mailbox CMS.InternalRouting@dshs.texas.gov 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 9/13/2021 3:24:10 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on:9/14/2020 7:10:18 PM Parties agreed to:Helen Whittington,Patty Melchior,Kirk Cole,Judith Smith ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, DSHS Contract Management Section (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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