HomeMy WebLinkAboutPR 23041: AMENDMENT WITH TEXAS DEPARTMENT OF STATE HEALTH SERVICES, TB SERVICES City of
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INTEROFFICE MEMORANDUM
Date: March 10, 2023
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Judith A. Smith,RN,BSN, Director of Health Services
RE: Authorization to approve the Contract amendment 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 September 1, 2023,
through August 31, 2024. This Contract requires a 20%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$35,787.00. This Contract requires
a 20%Match of$7,157.00 The total amount will not exceed$42,944.00.
Background: These are state funds that have been awarded to the city of Port Arthur since 2015.
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 (TB).
Budget Impact: This award is for$35,787.00 and includes a 20%cash match of$7,157.00 from
the city's general fund for FY 2024. This match is contingent on the$7,157.00 being budgeted
in the city's general fund for FY 2023-2024.
Recommendation: It is recommended that the Council approve P.R.No. 23041,the contract
between the Department of State Health Services and the City of Port Arthur for TB services
for the period September 1, 2023,through August 31,2024
"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. 23041
03/10/2023 js
RESOLUTION NO.
A RESOLUTION APPROVING THE CONTRACT BETWEEN THE CITY
OF PORT ARTHUR AND THE DEPARTMENT OF STATE HEALTH
SERVICES IN THE AMOUNT OF $35,787.00 WITH A 20% CASH CITY
MATCH OF $7,157.00 FOR A COMBINED TOTAL NOT TO EXCEED
$42,923.00. THIS IS CONTINGENT ON THE $7,157.00 BEING
BUDGETED AND APPROVED IN THE CITY'S GENERAL FUND FOR
FY 2023. THE CONTRACT PERIOD IS FROM SEPTEMBER 1, 2023,
THROUGH AUGUST 31,2024.
WHEREAS, the Department of State Health Services has provided state 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 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 total amount of the contract will not exceed $42,944.00. This includes
the Department of State Health Service's share of$35,787.00 and the City of Port Arthur's share
of$7,157.00, for a total not to exceed $42,944.00 for the period beginning September 1, 2023,
through August 31, 2024; and,
WHEREAS, this resolution is contingent on the 20% city match of $7,157.00 being
budgeted and approved in the City's General Fund for FY 2023-2024 budget period; and,
WHEREAS, this will cover a portion of salaries and travel for the TB clinic staff in the
Health Department.
P.R.No. 23041
03/10/2023-js
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$35,787.00 and the city match of$7,157.00.
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 ,2023 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. 23041
03/10/2023-js
Thurman Bartle, Mayor
ATTEST:
Sherri Bellard, City Secretary
AP ROVED AS TO FORM:
Vi-ttciPtlett 4-Irt-A4-114,-/d-3
Val Tizeno, City Attorney
APPROVED FOR ADMINISTRATION:
u Ctzi A . rn,�
Ron Burton, CityManager JMith A. Smith, RN,BSN
Director of Health Services
APPROVED AS TO AVAILABILITY OF FUNDS:
(A/ - Nik-,\_)
Kandy Danie , Director of Finance
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EXHIBIT "A"
DocuSign Envelope ID: B54566AE-F1 ED-40DA-BB77-DCD85552EA99
DEPARTMENT OF STATE HEALTH SERVICES
CONTRACT No.HHS001182200022
AMENDMENT No. 1
The DEPARTMENT OF STATE HEALTH SERVICES(System Agency or DSHS) and PORT ARTHUR
HEALTH DEPARTMENT(CITY OF PORT ARTHUR) (Local Government or Grantee), Parties to that
certain Tuberculosis Prevention and Control Grant contract, effective September 1, 2022, and
denominated as DSHS Contract No. HHS001182200022 (the"Contract"),now want to amend the
Contract.
WHEREAS, DSHS wants to exercise its option to renew the Contract for an additional year and
make additional funds available in support of the services provided during the renewal term;
WHEREAS,the Parties want to revise the budget to add funds for Fiscal Year 2024 (FY2024); and
WHEREAS, the Parties want to revise the Statement of Work.
Now,THEREFORE, the Parties hereby amend and modify the Contract as follows:
1. The Contract is renewed for the period beginning September 1, 2023,through August 31,
2024 (the "First Renewal Option" or"FY2024"),unless terminated sooner.
2. ARTICLE V, CONTRACT AMOUNT AND PAYMENT FOR SERVICES, of the Contract is
amended to add $42,944.00 to pay for Grantee's services during FY2024. This includes
DSHS' share of$35,787.00 and Grantee's required match amount of$7,157.00. The total
not-to-exceed amount of this Contract is increased to $85,867.00. All expenditure for the
First Renewal Option shall be in accordance with ATTACHMENT B-1,FY2024 BUDGET.
3. ATTACHMENT A, STATEMENT OF WORK, is deleted in its entirety and replaced with
ATTACHMENT A-1, FY2024 STATEMENT OF WORK, which is attached to this
Amendment and incorporated into the Contract as if fully set forth therein.
4. ATTACHMENT B, BUDGET, is supplemented with the addition of ATTACHMENT B-1,
FY2024 BUDGET,which is attached to this Amendment and incorporated into the Contract
as if fully set forth therein.
5. This Amendment No. 1 shall be effective as of September 1, 2023.
6. Except as amended and modified by this Amendment No. 1, all terms and conditions of
the Contract shall remain in full force and effect.
7. Any further revisions to the Contract shall be by written agreement of the Parties.
SIGNATURE PAGE FOLLOWS
DocuSign Envelope ID:B54566AE-F1 ED-4ODA-BB77-DCD85552EA99
SIGNATURE PAGE FOR AMENDMENT No. 1
DEPARTMENT OF STATE HEALTH SERVICES
CONTRACT No.HHS001182200022
DEPARTMENT OF STATE HEALTH SERVICES PORT ARTHUR HEALTH DEPARTMENT(CITY
OF PORT ARTHUR)
By: By:
Name: Name:
Title: Title:
Date of Signature: Date of Signature:
THE FOLLOWING DOCUMENTS ARE ATTACHED TO THIS AMENDMENT AND INCORPORATED AS
PART OF THE CONTRACT:
ATTACHMENT A-1 FY2024 STATEMENT OF WORK
ATTACHMENT B-1 FY2024 BUDGET
DSHS Contract No.HHS001182200022 Page 2 of 6
DocuSign Envelope ID:B54566AE-F1 ED-40DA-BB77-DCD85552EA99
ATTACHMENT A-1
FY2024 STATEMENT OF WORK
(September 1, 2023—August 31, 2024)
I. Grantee Responsibilities
Grantee will:
A. Establish parameters in which local health departments ("LHDs") receiving state funds
will deliver services to maintain an effective infrastructure that promotes consistent public
health practices for the health and well-being of Texans.
B. Comply with all applicable federal and state statutes and regulations, policies, and
guidelines as revised.
C. Comply with the most current version of the DSHS Tuberculosis Work Plan that is
currently available online and can be accessed at:
https://www.dshs.texas.gov/disease/tb/programs.shtm#workplan.
D. Provide matching funds of no less than 20% of the total budget reflected in the Contract.
E. Provide match at the required percentage or DSHS may withhold payments, use
administrative offsets, or request a refund from Grantee until such time as the required
match ratio is met.No federal or other grant funds can be used as part of meeting the match
requirement.
F. Ensure no DSHS funds or matching funds are used for:
1. Entertainment,or
2. Sectarian worship, instruction, or proselytization.
Food and incentives are allowed using DSHS funds but are not allowed for matching funds.
G. Not lapse more than 1% of the total funded amount of the Contract. 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 and adjust the spending plan throughout the Contract term to avoid lapsing funds.
I. Maintain staffing levels to meet required activities of the Contract and to ensure all funds
in the personnel category are expended.
J. Agree to read the Texas Grant Management Standards (TxGMS), which is currently
available online and can be accessed at: https://comptroller.texas.gov/purchasing/grant-
management!, and work with DSHS staff regarding the management of funds received
DSHS Contract No.HHS001182200022 Page 3 of 6
DocuSign Envelope ID:B54566AE-F1 ED-4ODA-BB77-DCD85552EA99
under this Contract.
K. Enter all collected TB information into the DSHS-designated state TB information system,
including all data fields on the Report of Verified Case of Tuberculosis (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.
L. Maintain an inventory of Equipment, supplies defined as Controlled Assets, and real
property and submit an annual cumulative report of the equipment and other property on
DSHS Contractor's Property Inventory Report (GC-11) located at
https://www.dshs.texas.gov/hiv-std-program/dshs-tb-hiv-std-section-thisis/contract-
management-section-prevention by e-mail to FSOequipga,dshs.texas.gov and
CMSInvoices@a,dshs.texas.gov not later than October 15 of each year.
II. Performance Measures
DSHS will monitor the Grantee's performance of the requirements set forth within the
Statement of Work (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
A. Grantee will request payments monthly using the State of Texas Purchase Voucher(Form
B-13) at http://www.dshs.texas.gov/grants/forms/b13form.doc. Voucher and any
supporting documentation will be mailed or submitted by fax or electronic mail to the
address/number below. Invoices must be submitted monthly to prevent delays in
subsequent months. Grantees that do not incur expenses for a month are required to submit
timely"zero dollar" invoices. Invoices and all supporting documentation must be emailed
to invoices@dshs.texas.gov and crosinvoices(&,,dshs.texas.gov simultaneously. Grantee
must submit a final close-out invoice and final financial status report no later than 45 days
following the end of the Contract term. Invoices received more than 45 days after the end
of the Contract term are subject to denial of payment.
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: Invoicesna,dshs.texas.gov and CMSinvoicesadshs.texas.gov
DSHS Contract No.HHS001182200022 Page 4 of 6
DocuSign Envelope ID:B54566AE-F1ED-40DA-BB77-DCD85552EA99
B. Grantee will be paid on a cost reimbursement basis and in accordance with Attachment B-
1 of this Contract.
C. Grantee must submit final Financial Status Report ("FSR"), Final Quarter-Match
Reimbursement/Certification Form("Form B-13A")and final reimbursement or payment
request no later than forty-five (45) calendar days following the end of the Contract term.
The Grantee will submit the Financial Status Report(FSR-269A)at two reporting intervals
during the Contract term. The FSRs will be submitted biannually as outlined below and in
alignment with the Contract term.
IV.Programmatic Reporting Requirements
Report Name Frequency Period Begin Period End Due Date
Annual Progress Report Annually Sept. 1, 2023 August 31, 2024 April 1, 2024
Financial Status Report Biannually Sept. 1, 2023 February 29, March 31, 2024
("FSR") 2024
FSR Biannually March 1, 2024 August 31, 2024 October 15, 2024
Final Quarter-Match
Reimbursement/ Annually June 1, 2024 August 31, 2024 October 15, 2024
Certification Form
("Form B-13A")
Submission Instructions:
Annual Report:
Submit program reports to the TB Reporting Mailbox: TBContractReporting(a,dshs.texas.gov
Financial Status Reports:
Department of State Health Services
Claims Processing Unit, MC 1940
1100 West 49th Street
P.O. Box 149347
Austin, Texas 78714-9347
Fax: (512) 458-7442
Email: invoices@dshs.texas.gov and CMSinvoices(a,dshs.texas.gov
(Remainder of Page Intentionally Left Blank)
DSHS Contract No.HHS00 1 1 82200022 Page 5 of 6
DocuSign Envelope ID:B54566AE-F1 ED-40DA-BB77-DCD85552EA99
ATTACHMENT B-1
FY2024 BUDGET
(September 1, 2023—August 31, 2024)
Budget Categories DSHS Funds Cash Match Category Total
Personnel $24,960.00 $0.00 $24,960.00
Fringe Benefits $10,483.00 $0.00 $10,483.00
Travel $344.00 $0.00 $344.00
Equipment $0.00 $0.00 $0.00
Supplies $0.00 $6,533.00 $6,533.00
Contractual $0.00 $0.00 $0.00
Other $0.00 $624.00 $624.00
Total Direct Costs $35,787.00 $7,157.00 $42,944.00
Indirect Costs $0.00 $0.00 $0.00
Totals $35,787.00 $7,157.00 $42,944.00
(Remainder of the page intentionally left blank)
DSHS Contract No.HHS001182200022 Page 6 of 6
DocuSign
Certificate Of Completion
Envelope Id:B54566AEF1ED40DABB77DCD85552EA99 Status:Sent
Subject:Please DocuSign:HHS001182200022;Port Arthur;Al;TB STATE Signature Packet
Source Envelope:
Document Pages:6 Signatures:0 Envelope Originator:
Certificate Pages:5 Initials:0 CMS Internal Routing Mailbox
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Time Zone:(UTC-06:00)Central Time(US&Canada) Reston,VA 20190
CMS.InternalRouting@dshs.texas.gov
IP Address: 167.137.1.18
Record Tracking
Status:Original Holder:CMS Internal Routing Mailbox Location: DocuSign
3/3/2023 9:33:52 AM CMS.InternalRouting@dshs.texas.gov
Signer Events Signature Timestamp
Ron Burton,City Manager Sent:3/3/2023 9:36:26 AM
ron.burton@portarthurtx.gov
City of Port Arthur
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted:2/14/2023 9:43:18 AM
ID: 1a8c15d9-0921-4e09-a563-0605c152e456
Susana Garcia
Susana.Garcia@dshs.texas.gov
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted:3/3/2023 9:49:09 AM
ID:a7cedaa0-71b3-4093-9431-d9b2f1b5fd0f
Patty Melchior
Patty.Melchior@dshs.texas.gov
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(None)
Electronic Record and Signature Disclosure:
Accepted:5/5/2022 12:43:08 PM
ID:f01589da-43a7-481e-996a-7c50409e5d48
Imelda Garcia
ImeldaM.Garcia@dshs.texas.gov
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted:7/6/2021 8:08:45 AM
ID: 1a6909aa-b026-45a9-be9f-4240c2e32ff9
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
Lacy Alexander COPIED Sent:3/3/2023 9:36:25 AM
lacy.alexander@dshs.texas.gov Viewed:3/3/2023 11:08:12 AM
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Judith Smith COPIED Sent:3/3/2023 9:36:24 AM
judith.smith@portarthurtx.gov Viewed:3/3/2023 10:22:11 AM
Director of Health Services
City of Port Arthur
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted:3/3/2023 9:51:23 AM
ID:4edddf2f-24cf-4bd8-aa6c-769e5922619a
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
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Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 3/3/2023 9:36:25 AM
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:Ron Burton,City Manager,Susana Garcia,Patty Melchior,Imelda Garcia,Judith Smith
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