HomeMy WebLinkAboutPR 18526: FY 2014-2015 DEPARTMENT OF STATE HEALTH SERVICES, RLSS-LOCAL PUBLIC HEALTH SYSTEM IN THE THE AMOUNT OF $167,514.00 Memorandum
City of Port Arthur, Texas
Health Department
TO: John Comeaux, P.E., Interim City Manager
FROM: Judith A. Smith,RN, BSN, Director of Health
DATE: August 27, 2014
SUBJECT: Proposed Resolution No. 18526
Contract Approval between the City of Port Arthur and the
Department of State Health Services RLSS-Local Public Health System
RECOMMENDATION
It is recommended that the City Council approve P.R. No. 18526, which is the FY 2015
contract between the City of Port Arthur and the Department of State Health Services,
RLSS-Local Public Health System in the amount of$167,517.00.
BACKGROUND
This contract renewal will allow the City's Health Department to continue a broad range
of essential public health services by improving and/or strengthening local public health
infrastructure through assessment, monitoring and evaluation of essential public health
services. The contract term is from September 1, 2014 through August 31, 2015.
BUDGETARY AND FISCAL EFFECT
This grant will cover personnel, fringe benefits, supplies and travel.
STAFFING EFFECT
The grant funds 3 full-time employees.
SUMMARY
The Health Department recommends the City Council's approval of P.R. No.18526,
which is the FY 2015 contract between the City of Port Arthur and the Department of
State Health Services, RLSS-Local Public Health System in the amount of$167,517.00.
This grant will allow the Health Department to continue to provide a broad range of
essential public health services.
P. R. NO. 18526
8/27/14-js
RESOLUTION NO.
A RESOLUTION APPROVING THE FY 2014-2015 CONTRACT
BETWEEN THE CITY OF PORT ARTHUR AND THE
DEPARTMENT OF STATE HEALTH SERVICES, RLSS-LOCAL
PUBLIC HEALTH SYSTEM IN THE AMOUNT OF $167,517.00
WHEREAS, the contract between the City of Port Arthur and the Department of
State Health Services provides financial assistance to the Port Arthur City Health
Department to supplement the delivery of public health services; and,
WHEREAS, this contract renewal will allow the City's Health Department to
continue a broad range of essential public health services by improving and/or
strengthening local public health infrastructure through assessment, monitoring and
evaluation of essential public health services with a total grant award of$167,517 for the
period of September 1, 2014 through August 31, 2015.
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 approves
the contract renewal 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 between the Department of State Health Services and
P. R. NO. 18526
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the City of Port Arthur, TX to continue this preventive health 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 2014
A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the
following Vote:
AYES: Mayor:
Council members:
NOES:
Mayor
ATTEST:
Sherri Bellard, City Secretary
P. R. NO. 18526
Page 3
APPROVED AS TO FORM:
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APPROVED FOR ADMINISTRATION:
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John Comeaux, P.E., Interim City Manager J ith A. Smith, RN, BSN
Director of Health Services
EXHIBIT "A"
DEPARTMENT OF STATE HEALTH SERVICES
CONTRACT 2015-001188-00
E
This Contract is entered into by and between the Department of State Health Services (DSHS or
the Department), an agency of the State of Texas, and Port Arthur Health Department (Contractor),
a Governmental, (collectively, the Parties) entity.
1. Purpose of the Contract: DSHS agrees to purchase, and Contractor agrees to provide,
services or goods to the eligible populations.
2. Total Amount: The total amount of this Contract is$167,517.00.
3. Funding Obligation: This Contract is contingent upon the continued availability of funding. If
funds become unavailable through lack of appropriations, budget cuts, transfer of funds between
programs or health and human services agencies, amendment to the Appropriations Act, health
and human services agency consolidation, or any other disruptions of current appropriated funding
for this Contract, DSHS may restrict, reduce, or terminate funding under this Contract.
4. Term of the Contract: This Contract begins on 09/01/2014 and ends on 08/31/2015. DSHS
has the option, in its sole discretion, to renew the Contract. DSHS is not responsible for payment
under this Contract before both parties have signed the Contract or before the start date of the
Contract, whichever is later.
5. Authority: DSHS enters into this Contract under the authority of Health and Safety Code,
Chapter 1001.
6. Program Name: RLSS/LPHS RLSS/Local Public Health System-PnP
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7. Statement of Work:
STATEMENT OF WORK:
A. CONTRACTOR will work on continuing the local public health infrastructure within the counties identified
in Section II by:
1. Developing objective(s) to address a public health issue;
2. Utilizing resources provided through this contract to conduct activities outlined in the Exhibit A and
services that provide or support the delivery of essential public health services;
3. Assessing, monitoring, and evaluating the essential public health activities and services provided
through this Program Attachment; and
4. Developing strategies to improve the delivery of essential public health service(s)to identified service
area.
These tasks shall be performed in accordance with Department of State Health Services (DSHS) Division
for Regional and Local Health Services Inter-local Application. The assessment and/or evaluation
activities must include measurable standards. Acceptable standards include the National Public Health
Performance Standards approved by the Centers for Disease Control and Prevention, Healthy People
2020 related goals and objectives, DSHS Programmatic grant guidance and performance standards
relative to the contractors identified scope of work, as well as any federal, state or local law or regulation
governing the delivery of essential public health services. Other evaluation methods utilizing standards not
listed in this Program Attachment must be pre-approved by DSHS.
B. CONTRACTOR will perform activities required under this program attachment in the service area
designated in the most recent version of Section 8, "Service Area" of this contract."
C. CONTRACTOR will comply with all applicable federal and state laws, rules, regulations and standards
including, but not limited to, the following:
1. Chapter 23-11 of the Healthy People 2020;
2. Section 121.002, Texas Health & Safety Code, definition of ten essential public health services;
3. Government Code, Section 403.1055, "Permanent Fund for Children and Public Health".
D. CONTRACTOR will not use funds from the Permanent Fund for Children and Public Health for lobbying
expenses under the Government Code, Section 403.1067.
E. CONTRACTOR will comply with all applicable regulations, standards, and guidelines in effect on the
beginning date of this Program Attachment.
F. DSHS will inform CONTRACTOR in writing of any changes to applicable federal and state laws, rules,
regulations, standards and guidelines. CONTRACTOR shall comply with the amended law, rule, regulation,
standard or guideline except that CONTRACTOR shall inform DSHS Program in writing if it shall not
continue performance under this contract Attachment within thirty (30) days of receipt of an amended
standard(s)or guideline(s). DSHS may terminate the Program Attachment immediately or within a
reasonable period of time as determined by DSHS.
G. DSHS reserves the right, where allowed by legal authority, to redirect funds in the event of financial
shortfalls. DSHS will monitor Contractor's expenditures on a quarterly basis. If expenditures are below that
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projected in Contractor's total Contract amount, Contractor's budget may be subject to a decrease for the
remainder of the Contract term. Vacant positions existing after ninety (90) days may result in a decrease in
funds.
PERFORMANCE MEASURES:
A. CONTRACTOR will complete the PERFORMANCE MEASURES as stated in the CONTRACTOR'S
FY15 Local Public Health Service (LPHS) Service Delivery Plan, and as agreed upon by DSHS, hereby
attached as Exhibit A.
B. CONTRACTOR will provide activities and services as submitted by CONTRACTOR in the following
county (ies)/area:
BILLING INSTRUCTIONS:
Contractor shall request payment using the State of Texas Purchase Voucher(Form B-13) and acceptable
supporting documentation for reimbursement of the required services/deliverables. Vouchers and
supporting documentation should be mailed OR submitted by fax OR electronic mail to the
addresses/number below.
Claims Processing Unit, MC 1940
Department of State Health Services
1100 West 49th Street
P.O. Box 149347
Austin, TX 78714-9347
FAX#: (512) 776-7442
Email: invoices @dshs.state.tx.us
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8. Service Area
Jefferson County
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This section intentionally left blank.
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10. Procurement method:
Non-Competitive Interagency/Interlocal
GST-2012-Solicitation-00025 RLHS GOLIVE LPHS PROPOSAL
11. Renewals:
Number of Renewals Remaining: 0 Date Renewals Expire: 08/31/2015
12. Payment Method:
Cost Reimbursement
13. Source of Funds:
State, State
14. DUNS Number:
137134909
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15. Programmatic Reporting Requirements:
Report Name Frequency Period Begin Period End Due Date
Project Service Deily, Quarterly 09/01/2014 11/30/2014 12/31/2014
Project Service Deliv Quarterly 12/01/2014 02/28/2015 03/31/2015
Project Service Deliv, Quarterly 03/01/2015 05/31/2015 06/30/2015
Project Service Deliv Quarterly 06/01/2015 08/31/2015 09/30/2015
Financial Status Rep, Quarterly 09/01/2014 11/30/2014 12/31/2014
Financial Status Rep, Quarterly 12/01/2014 02/28/2015 03/31/2015
Financial Status Rep, Quarterly 03/01/2015 05/31/2015 06/30/2015
Financial Status Rep, Quarterly 06/01/2015 08/31/2015 10/15/2015
Submission Instructions:
Contractor shall submit Project Service Delivery Plan (Exhibit A) report on a quarterly basis, as noted on the
Exhibit A, to the contract manager by the end of the month following the end of each quarter. Submit to:
LocalPHTeam @dshs.state.tx.us ; Fax#: 512/776-9347.
Contractor shall submit quarterly FSRs to Fiscal-Claims Processing Unit by the last business day of the
month following the end of each quarter. Contractor shall submit the final FSR no later than 45 calendar days
following the end of the applicable term.
Submit to: invoices @dshs.state.tx.us ; Fax#: 512/776-7442.
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16. Special Provisions
SPECIAL PROVISIONS:
General Provisions, ARTICLE II COMPLIANCE AND REPORTING, Section 2.03 Reporting, are revised to
include the following paragraph:
CONTRACTOR will submit quarterly and final performance reports that describe progress toward achieving
the objectives contained in approved Contractor's Service Delivery Plan and any written revisions.
Contractor will submit the performance reports by the end of the month following the end of each quarter, in a
format to be provided by DSHS. Failure to submit a required report of additional requested information by
the due date specified in the Program Attachment (s) or upon request constitutes breach of contract, may
result in delay payment, and may adversely affect evaluation of Contractor's future contracting opportunities
with the department.
Programmatic Reporting Submission Requirements:
Reports and Report signature page should be sent electronically to:
LocalPHTeam @dshs.state.tx.us, or the signature page can sent by facsimile to 512-776-7391. A copy of
the report should be sent to the respective DSHS Health Service Region, Attention: Deputy Regional
Director.
See Programmatic Reporting Requirements section for required reports.
General Provisions, ARTICLE III SERVICES, Section 3.02 Disaster Services, is revised to include the
following:
In the event of a local, state, or federal emergency the Contractor has the authority to utilize approximately
5% of staffs time supporting this Program Attachment for response efforts. DSHS will reimburse Contractor
up to 5% of this Program Attachment funded by Center for Disease Control and Prevention (CDC)for
personnel costs responding to an emergency event. Contractor will maintain records to document the time
spent on response efforts for auditing purposes. Allowable activities also include participation of drills and
exercises in the pre-event time period. Contractor will notify the Assigned Contract Manager in writing when
this provision is implemented.
General Provisions, ARTICLE XIV GENERAL BUSINESS OPERATIONS OF CONTRACTOR, Section
14.01 Responsibilities and Restrictions Concerning Governing Board, Officers and Employees, is not
applicable to this program Attachment.
General Provisions, ARTICLE XIV GENERAL BUSINESS OPERATIONS OF CONTRACTOR, Section
14.20 Equipment (Including Controlled Assets) Purchases, is revised to include the following:
For the purpose of this Program Attachment, equipment is not approved as part of the base budget for
LPHS. The funds are for direct services. Although, at mid-year of the contract term, if funds are identified as
not being used, the funds may be used to purchase equipment in the 3rd quarter of the contract or program
attachment term. Contractor must submit proposal to redirect funds with justification as to how the equipment
helps achieve the goals, objectives, and deliverables outlined in Exhibit A (Project Service Delivery Plan).
The proposal must be submitted to the contract manager assigned to the program attachment.
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General Provisions, ARTICLE XV GENERAL TERMS, Section 15.15 Amendment, is amended to include
the following:
Contractor must submit all amendment and revision requests electronically through the Contract
Management and Procurement System (CMPS)at least 90 days prior to the end of the term of this Program
Attachment.
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17. Documents Forming Contract. The Contract consists of the following:
a. Contract (this document) 2015-001188-00
b. General Provisions Subrecipient General Provisions
c. Attachments Budgets
d. Declarations Certification Regarding Lobbying, Fiscal Federal Funding
Accountability and Transparency Act (FFATA) Certification
e. Exhibits Project Service Delivery Plan
Any changes made to the Contract, whether by edit or attachment, do not form part of the Contract
unless expressly agreed to in writing by DSHS and Contractor and incorporated herein.
18. Conflicting Terms. In the event of conflicting terms among the documents forming this Contract, the
order of control is first the Contract, then the General Provisions, then the Solicitation Document, if any, and
then Contractor's response to the Solicitation Document, if any.
19. Payee. The Parties agree that the following payee is entitled to receive payment for services rendered
by Contractor or goods received under this Contract:
Name: Port Arthur City Health Dept
Vendor Identification Number: 17460018850
20. Entire Agreement. The Parties acknowledge that this Contract is the entire agreement of the Parties
and that there are no agreements or understandings, written or oral, between them with respect to the
subject matter of this Contract, other than as set forth in this Contract.
I certify that I am authorized to sign this document and I have read and agree to all parts of the contract,
Department of State Health Services Port Arthur Health Department
By: By:
Signature of Authorized Official Signature of Authorized Official
Date Date
Name and Title Name and Title
1100 West 49th Street
Address Address
Austin, TX 787-4204
City, State, Zip City, State, Zip
Telephone Number Telephone Number
E-mail Address E-mail Address
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Budget Summary
Organization Name: Port Arthur Health Department Program ID: RLSS/LPHS
Contract Number: 2015-001188-00
Budget Categories
Budget Categories DSHS Funds Cash Match In Kind Match Category Total
Requested Contributions
Personnel $114,612.00 $0.00 $0.00 $114,612.00
Fringe Benefits $52,905.00 $0.00 $0.00 $52,905.00
Travel $0.00 $0.00 $0.00 $0.00
Equipment $0.00 $0.00 $0.00 $0.00
Supplies
$0.00 $0.00 $0.00 $0.00
Contractual $0.00 $0.00 $0.00 $0.00
Other $0.00 $0.00 $0.00 $0.00
Total Direct Costs $167,517.00 $0.00 $0.00 $167,517.00
Indirect Costs $0.00 $0.00 $0.00 $0.00
Totals $167,517.00 $0.00 $0.00 $167,517.00
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Project Service Delivery Plan
Organization Name: Port Arthur Health Department
Contract Number: 2015-001188-00 Program ID: RLSS/LPHS
Contract Term: 09/01/2014 - 08/31/2015 Program Name: RLSS/Local Public Health System-Pi
Exhibit A:
Local Health Department: CITY OF PORT ARTHUR
Contract Term: September 1, 2014 through August 31, 2015
Indicate in this plan how requested Local Public Health Services (LPHS) contract funds will be used to
address a public health issue through essential public health services. The plan should include a brief
description of the public health issue(s) or public health program to be addressed by LPHS funded staff, and
measurable objective(s)and activities for addressing the issue. List only public health issues/programs,
objectives and activities conducted and supported by LPHS funded staff. List at least one objective and
subsequent required information for each public health issue or public health program that will be addressed
with these contract funds. The plan must also describe a clear method for evaluating the services that will be
provided, including identification of a specific evaluation standard, as well as recommendations or plans for
improving essential public health services delivery based on the results of the evaluation. Complete the table
below for each public health issue or public health program addressed by LPHS funded staff. (Make
additional copies of the table as needed)
Public Health Issue: Briefly describe the public health issue to be addressed. Number issues if more than
one issue will be addressed.
1. Increased Tuberculosis, syphilis, and other STD rates in south Jefferson County.
2. The PAHD is the only local resource to monitor, educate, and treat Tuberculosis.
3. The PAHD is the public health liaison for epidemiology, surveillance and disease control of reportable and
communicable diseases.
4. A competent public health workforce is necessary for the provision of essential public health services.
Essential Public Health Service(s): List the EPHS(s)that will be provided or supported with LPHS Contract
funds
1. Monitor the health status of individuals in the community to identify community health problems.
2. Diagnose and investigate community health problems and community health hazards.
3. Inform, educate, and empower the community with respect to health issues.
4. Enforce laws and rules that protect the public health and ensure safety in accordance with those laws and
rules.
5. Link individuals who have a need for community and personal health services to appropriate community
and private providers.
6. Ensure a competent workforce for the provision of essential public health services.
Objective(s): List at least one measurable objective to be achieved with resources funded through this
contract. Number all objectives to match issue being addressed. Ex: 1.1, 1.2, 2.1, 2.2, etc.)
1.1 During FY15, diagnose, treat, and counsel individuals presenting for STD services.
1.2 During FY15, offer confidential HIV testing.
1.3 During FY15, refer patients who are HIV positive to Triangle Aids Network.
1.4 During FY15, coordinate an event for National HIV Testing Day.
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1.5 During FY15, coordinate an event for National AIDS Day.
1.6 During FY15, coordinate an event for National Black HIV Awareness Day.
2.1 During FY15, offer diagnosis, treatment, counseling, and referrals for patients with Tuberculosis.
2.2 During FY15, offer annual TB update for World TB Day.
3.1 During FY15, assist in reducing the spread of communicable disease through epidemiological
surveillance.
Performance Measure: List the performance measure that will be used to determine if the objective has
been met. List a performance measure for each objective listed above.
1.1 90% of clients presenting for STD services will receive them.
1.2 100% of clients presenting to the STD and TB clinics will be offered a confidential HIV test.
1.3 100% of clients having a positive HIV test will be referred.
1.4 At least one event will be planned for National HIV Testing Day.
1.5 At least one event will be planned for World Aids Day.
1.6 At least one event will be planned for National Black HIV Awareness Day.
2.1 100% of clients presenting for TB services will receive them.
2.2 A TB update will be done annually.
3.1 Epidemiologic surveillance will be done for communicable diseases.
3.2 All reportable disease information will be maintained and investigated accordingly.
Activities List the activities conducted to meet the proposed objective. Use numbering system to designate
match between issues/programs and objectives.
1.1 Offer STD services at least 5 days per week.
1.2 Offer confidential HIV testing at least 5 days per week.
1.3 Refer all patients who are HIV positive.
1.4 Host and/or participate in National HIV Testing Day.
1.5 Host and/or participate in National World AIDS Day.
1.6 Host and/or participate in National Black HIV Awareness Day.
2.1 Offer TB services 5 days per week.
2.2 Develop and offer an annual TB update for providers and first responders.
3.1 Maintain surveillance of the community for health and illness.
3.2 Maintain data on reportable diseases.
Evaluation and Improvement Plan List the standard and describe how it is used to evaluate the activities
conducted. This can be a local, state or federal guideline.
The standard will be in accordance with the laws and protocols for STDs.
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TB services will be offered in accordance with DSHS guidelines.
Surveillance will be in accordance with CDC, DSHS and local policies.
Deliverable Describe the tangible evidence that the activity was completed.
1.1 The number of people screened, diagnosed or treated for STD.
1.2 The number of people who received confidential HIV testing.
1.3 The number of meetings attended.
1.4 The date of the event and number of people in attendance at the National HIV Testing Day Event.
1.5 The date of the event and the number of people in attendance at the National World Aids Event.
1.6 The date of the event and the number of people in attendance at the National Black HIV Awareness Day.
2.1 The number of people serviced.
2.2 The date of the TB update and the number in attendance.
3.1 The number of communicable diseases reported.
3.2 The number of communicable diseases investigated.
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