HomeMy WebLinkAboutPR 19122: APPROVING THE FY 2015-2017 CONTRACT WITH THE DEPARTMENT OF STATE HEALTH SERVICES City of
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DATE: August 25, 2015
To: Brian McDougal, City Manager
From: Judith A. Smith, RN, BSN, Director of Health Services
RE: Contract Approval between the City of Port Arthur and the Department of State Health
Services, RLSS-Local Public Health System
Nature of the Request: 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, 2015 through August 31, 2017.
Staff Analysis, Considerations: The grant funds 3 full-time employees
Recommendations: The Health Department recommends the City Council's approval of P.R.
No.19122, which is the FY 2015-2017 contract between the City of Port Arthur and the
Department of State Health Services, RLSS-Local Public Health System in the amount of
$335,034.00. This grant will allow the Health Department to continue to provide a broad range
of essential public health services.
Budget Considerations: This grant will cover personnel, fringe benefits, supplies and travel.
"REMEMBER WE ARE HERE TO SERVE THE CITIZENS OF PORT ARTHUR"
P.O.BOX 1089•PORT ARTHUR,TX 77641-1089.409/983-8101•FAX 409/982-6743
P. R. NO. 19122
8/25/15-js
RESOLUTION NO.
A RESOLUTION APPROVING THE FY 2015-2017 CONTRACT
BETWEEN THE CITY OF PORT ARTHUR AND THE
DEPARTMENT OF STATE HEALTH SERVICES, RLSS-LOCAL
PUBLIC HEALTH SYSTEM IN THE AMOUNT OF $335,034.00
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$335,034 for the
period of September 1, 2015 through August 31, 2017.
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. 19122
Page 2
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 2015
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. 19122
Page 3
APPROVED AS TO FORM:
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Val Tizeno, ity Att./ey
APPROVED FOR ADMINISTRATION:
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Brian McDougal, City Manager Mdith A. Smith, RN, BSN
Director of Health Services
EXHIBIT "A"
DEPARTMENT OF STATE HEALTH SERVICES
CONTRACT 2016-001188-00
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 $335,034.00.
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 09/01/2015 and ends on 08/31/2017. 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: As applicable, DSHS enters into this Contract under the authority of Texas Health
and Safety Code Chapters 12 or 1001 or Texas Government Code Chapters 531, 771, 791 or
2155.
6. Program Name: RLSS/LPHS RLSS/Local Public Health System-PnP
Page 1 of 13
7. Statement of Work:
A. CONTRACTOR will improve or strengthen local public health infrastructure within the State of Texas by:
1. Developing objective(s)to address a public health issue;
2. Utilizing resources provided through this Program Attachment to conduct activities 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.
B. These tasks shall be performed in accordance with Department of State Health Services (DSHS)
Division for Regional and Local Health Services Interlocal 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 (Healthy People) related goals and objectives, and 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.
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 of Texas Health & Safety Code;
3. Section 403.1055 of Texas Government Code.
D. CONTRACTOR will not use funds from the Permanent Fund for Children and Public Health for lobbying
expenses under the Texas 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 Program Attachment within 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 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 90 days may result in a
decrease in funds.
H. Contractor agrees to read DSHS Contractor Financial Procedures Manual (CFPM) and work with
DSHS staff regarding the management of funds received under this Contract.
http://www.dshs.state.tx.us/contracts/cfpm.shtm.
Page 2 of 13
PERFORMANCE MEASURES
A. CONTRACTOR will complete the Performance Measures as stated in the CONTRACTOR'S FY16 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 required under this Program Attachment in the
Service Area designated in the most recent version of Section 8,"Service Area" of this contract.
See Programmatic Reporting Requirement section for required reports.
BILLING INSTRUCTIONS:
CONTRACTOR will request payment using the State of Texas Purchase Voucher(Form B-13) on a monthly
basis with 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 listed below.
Claims Processing Unit, MC1940
Department of State Health Services
1100 West 49th Street
PO Box 149347
Austin, TX 78714-9347
The fax number for submitting State of Texas Purchase Voucher (Form B-13) to the Claims Processing
Unit is (512) 776-7442. The email address is invoices@dshs.state.tx.us.
Page 3 of 13
8. Service Area
Jefferson County
Page 4 of 13
This section intentionally left blank.
Page 5 of 13
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: 08/31/2017
12. Payment Method:
Cost Reimbursement
13. Source of Funds:
93.991, 93.991, STATE
14. DUNS Number:
137134909
Page 6 of 13
15. Programmatic Reporting Requirements:
Report Name Frequency Period Begin Period End Due Date
Project Service Quarterly 09/01/2015 11/30/2015 12/31/2015
Delivery Plan
Project Service Quarterly 12/01/2015 02/29/2016 03/31/2016
Delivery Plan
Project Service Quarterly 03/01/2016 05/31/2016 06/30/2016
Delivery Plan
Project Service Quarterly 06/01/2016 08/31/2016 09/30/2016
Delivery Plan
Project Service Quarterly 09/01/2016 11/30/2016 12/31/2016
Delivery Plan
Project Service Quarterly 12/01/2017 02/28/2017 03/31/2017
Delivery Plan
Project Service Quarterly 03/01/2017 05/31/2017 06/30/2017
Delivery Plan
Project Service Quarterly 06/01/2017 08/31/2017 10/15/2017
Delivery Plan
Financial Status Quarterly 09/01/2015 11/30/2015 12/31/2015
Report (FSR)
Financial Status Quarterly 12/01/2015 02/29/2016 03/31/2016
Report (FSR)
Financial Status Quarterly 03/01/2016 05/31/2016 06/30/2016
Report (FSR)
Financial Status Quarterly 06/01/2016 08/31/2016 09/30/2016
Report(FSR)
Financial Status Quarterly 09/01/2016 11/30/2016 12/31/2016
Report (FSR)
Financial Status Quarterly 12/01/2016 02/28/2017 03/31/2017
Report (FSR)
Financial Status Quarterly 03/01/2017 05/31/2017 06/30/2017
Report (FSR)
Financial Status Quarterly 06/01/2017 08/31/2017 10/15/2017
Report (FSR)
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.
Page 7 of 13
16. Special Provisions
General Provision, ARTICLE XIV, General Terms, Section 14.12, Amendment is revised to include the
following:
Contractor must submit all amendment and revision requests in writing to the Division Contract Management
Unit at least ninety(90) days prior to the end of the term of this Program Attachment.
General Provisions, ARTICLE II COMPLIANCE AND REPORTING, Section 2.05 Reporting, are revised to
include the following paragraph:
CONTRACTOR shall 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 shall 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 XXI Program Operations, Section 21.06 Responsibilities and Restrictions
Concerning Governing Board, Officers and Employees, is not applicable to this program Attachment.
General Provisions, ARTICLE XXII Program Equipment and Supplies, Section 22.01 Equipment, is revised
to include the following:
For the purpose of this Program Attachment, equipment is not approved as part of the base budget for
RLSS/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.
Page 8 of 13
17. Documents Forming Contract. The Contract consists of the following:
a. Contract (this document) 2016-001188-00
b. General Provisions Subrecipient General Provisions
c. Attachments Budget
d. Declarations Certification Regarding Lobbying, Fiscal Federal Funding
Accountability and Transparency Act (FFATA) Certification
e. Exhibits Exhibit A
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 78756-4204
City, State, Zip City, State, Zip
Telephone Number Telephone Number
E-mail Address E-mail Address
Page 9 of 13
Budget Summary
Organization Name: Port Arthur Health Department Program ID: RLSS/LPHS
Contract Number: 2016-001188-00
Budget Categories
Budget Categories DSHS Funds Cash Match In Kind Match Category Total
Requested Contributions
Personnel $237,696.00 $0.00 $0.00 $237,696.00
Fringe Benefits $97,338.00 $0.00 $0.00 $97,338.00
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 $335,034.00 $0.00 $0.00 $335,034.00
Indirect Costs $0.00 $0.00 $0.00 $0.00
Totals $335,034.00 $0.00 $0.00 $335,034.00
Page 10 of 13
Exhibit A
Organization Name: Port Arthur Health Department
Contract Number: 2016-001188-00 Program ID: RLSS/LPHS
Contract Term: 09/01/2015 - 08/31/2017 Program Name: RLSS/Local Public Health System-Pi
FY 2016/17 Request for Local Public Health Services Funds
Project Service Delivery Plan
Texas Department of State Health Services
Local Health Department:_CITY OF PORT ARTHUR_
Contract Term: September 1, 2015 through August 31, 2017
Public Health Issue: Briefly describe the public health issue to be addressed. Number issues if more than
one issue will be addressed.
1. Increased syphilis and other STD rates in south Jefferson County.
2. The PAHD is the only local resource to monitor, educate and treat TB.
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.
5. The PAHD is the agency which provides education to middle and high school students about STD
awareness.
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.
6 Enforce laws and rules that protect the public health and ensure safety in accordance with those laws and
rules
7 Link individuals who have a need for community and personal health services to appropriate community
and private providers.
8 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 FY16/17, diagnose, treat, and counsel individuals presenting for STD services.
1.2 During FY16/17, offer confidential HIV testing.
1.3 During FY16/17, refer all persons with positive HIV testing.
1.4 During FY16/17, coordinate an event for National HIV testing Day.
1.5 During FY16/17, coordinate an event for National World AIDS Day.
1.6 During FY16/17, coordinate an event for National Black HIV Awareness Day.
2.1 During FY16/17, offer diagnosis, treatment, counseling and referral for TB services.
2.2 During FY16/17, offer an annual TB update to health care professionals, first responders or the
community.
3.1 During FY16/17, assist in reducing the spread of communicable diseases through epidemiological
Page 11 of 13
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 will be offered confidential HIV testing.
1.3 100% of clients having positive HIV tests 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 National 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 according to the guidelines for
DSHS.
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.
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.
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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.
Page 13 of 13
RLHS FY16 Local Hlth Svcs Renewal
Organization: Port Arthur Health Department RLHS-2016-RLSS/LPHS-00044
Budget Summary
Organization Name: Port Arthur Health Department Program ID: RLSS/LPHS
Contract Number: 2016-001188-00 Procurement ID: GST-2012-Solicitation-000
25
Proposal ID: RLHS-2016-RLSS/LPHS-00044 Procurement Name: RLHS GOLIVE LPHS
PROPOSAL
Budget Categories
Budget Categories DSHS Funds Cash Match In Kind Category
Requested Match Total
Personnel $237,696 $0 $0 $237,696
Fringe Benefits $97,338 $0 $0 $97,338
Travel $0 $0 $0 $0
Equipment $0 $0 $0 $0
Supplies $0 $0 $0 $0
Contractual $0 $0 $0 $0
Other $0 $0 $0 $0
Total Direct Costs $335,034 $0 $0 $335,034
Indirect Costs $0 $0 $0 $0
Totals: $335,034 $0 $0 $335,034
Subcontracting
Subcontracting Percentage: 0.00%
Match Contributions
Applicable Match Amount: $0
Required Match Percentage: 0.00%
Required Match Amount: $0 Calculated Match Amount: $0
Source of Cash Match Funds
Source of In Kind Match Funds
Program Income
Projected Earnings: $0
Source of Earnings
08/03/2015 Page 1 of 2
RLHS FY16 Local Hlth Svcs Renewal
Organization: Port Arthur Health Department RLHS-2016-RLSS/LPHS-00044
Budget Summary
Non DSHS Funding
Direct Federal Funds: $0
Other State Agency Funds: $0
Local Funding Sources: $0
Other Funds: $0
Total Projected Non DSHS Funding: $0
08/03/2015 Page 2 of 2