HomeMy WebLinkAboutDoc 637 - Amend IGA - Health SvcsDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701 -1960
(541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of November 9, 2009
DATE: November 3, 2009
FROM: Nancy England, Contract Specialist, Deschutes County Health Services, 322 -7516
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Document #2009 -637, Amendment #2 to the Intergovernmental Financ ial
Agreement Award #128008 between the Local Public Health Department and the Oregon Department of Human
Services for the financing of Local Public Health Services for fiscal year 2009 -2010.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
The 2009 -2010 Intergovernmental Agreement for the financing of public health services, effective July 1,
2009, between the State of Oregon acting by and through its Department of Human Services and Deschutes
County, acting by and through its Deschutes County Human Services as the Local Public Health Authority
(LPHA), the entity designated, pursuant to ORS 431.375 (2).
Amendment #128008 -2 provides funding for the following:
1. Program Element #12 — Public Health Emergency Preparedness (July- August 9) - $237,222 is H1N 1
Funding for Vaccination, Antiviral Distribution /Dispensing/Administration and Community
Mitigation. Funds must be tracked and reported separately.
2. Program Element #43 — Immunization Special Payments - $1,453 in funds are awarded.
In addition to the increase in funds, the Program Element Description for PE #12 (Public Health
Emergency Preparedness) has been modified.
FISCAL IMPLICATIONS:
Maximum compensation is $238,675.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Document #2009 -637, Amendment #2 to the Intergovernmental Financial Agreement
Award #128008 between the Local Public Health Dept. and the Oregon State Department of Human Service:, is
requested.
ATTENDANCE: Consent agenda, please.
DISTRIBUTION OF DOCUMENTS:
Connie Thies, Dept. of Human Services (DHS), Office of Contracts & Procurement, 500 Summer St., E -03,
Salem, OR 97301 -1080, ph: 503- 945 -6372, FAX: 503- 378 -4324; and to Nancy England, Health Services
Department, 2577 NE Courtney Dr., Bend, OR 97701, 322 -7516.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Date:
Please complete all sections above the Official Review line.
October 29, 2009
Department:
Health Services, Health Department .
Contractor /Supplier /Consultant Name:
Contractor Contact:
Contractor Phone #:
Oregon State Department of Human Services
Connie Thies, Office of Contracts & Procurements
541 - 945 -6372 7
Type of Document: Amendment
Goods and /or Services: Consideration and signature of document #2009 -637,
Amendment # 2 to the 2009 -2010 Intergovernmental Agreement for the financing of
public health services, Agreement #128008.
Background & History: The 2009 -2010 Intergovernmental Agreement for the
financing of public health services, effective July 1, 2009, between the State of Oregon
acting by and through its Department of Human Services and Deschutes County, acting
by and through its Deschutes County Human Services as the Local Public Health
Authority (LPHA), the entity designated, pursuant to ORS 431.375 (2).
Amendment #128008 -2 provides funding for the following:
1. Program Element #12 — Public Health Emergency Preparedness (July- August 9)
- $237,222 is H1 N1 Funding for Vaccination, Antiviral
Distribution /Dispensing /Administration and Community Mitigation. Funds must
be tracked and reported separately.
2. Program Element #43 — Immunization Special Payments - $1,453 in funds are
awarded.
In addition to the increase in funds, the Program Element Description for PE #12
(Public Health Emergency Preparedness) has been modified.
Agreement Starting Date:
July 1, 2009
Annual Value or Total Payment:
$238,675
Ending Date:
® Insurance Certificate Received (check box)
Insurance Expiration Date:
County is Contractor
June 30, 2010
10/29/2009
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes ( <$150K)
® Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ❑ No
Is this a Grant Agreement providing revenue to the County? ❑ Yes ® No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant - funded position so that this will be noted in the offer letter: ❑ Yes ❑ No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title:
Phone #:
541 - 322 -7516
Department Director Approval:
Nancy England, Contract Specialist
Sign
j0.29.9
Date
Distribution of Document: Nancy England, fax (541) 322 -7565, Include complete
information if document is to be mailed.
Official Review:
County Signature Required (check one): ® BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <1150K; if >$150K, BOCC Order No. )
Legal Review � (-.G� Date //- z . v
Document Number 2009 -637
10/29/2005
)rDHs
Oregon Department
of Human Services
Office of Contracts & Procurement
500 Summer St. NE, E -03
Salem, OR 97301-108C
Phone: (503) 945 -5818
Fax: (503) 378 -4324
TTY: (503) 947 -533(
FAX BACK STATEMENT
Please complete the following statement and return it along with the completed
signature page(s) and the Data Certification page of this contract. If any changes
are made to the document, please return the Contract, in its entirety, via fax.
Thank you.
I
(Name) (Title)
received a copy of Agreement #:128008 -2, between the State of Oregon, acting by
and through the Department of Human Services, and Deschutes County Human
Services , by e -mail from Connie Thies on August 19, 2009.
On , I signed the printed form of the Contract without change. A
(Date)
copy of the signature page from this Contract containing my signature
and dated is included with this facsimile transmission.
(Date)
(Signature) (Date)
After all parties have signed, you will receive a copy of the document for your
records. If you have any questions, please call the contract specialist,
Phil McCoy at (503) 945 -5868.
Enclosure(s)
C: \Documents and Settings \nancye \Local Settings \Temporary Internet Files \OLK2 \128008 -2 Fax Back Statement.doc Revised: Dec. 5, 200:
In compliance with the Americans with Disabilities Act, this document is available in
alternate formats such as Braille, large print, audiotape, oral presentation, and electronic
format. To request an alternate format, call the State of Oregon, Department of Human
Services, Office of Forms and Document Management at (503) 945 -7021, Fax (503)
373 -7690, or TTY (503) 947 -5330.
Agreement #128008
SECOND AMENDMENT TO DEPARTMENT OF HUMAN SERVICES
2009 -2010 INTERGOVERNMENTAL AGREEMENT FOR THE
FINANCING OF PUBLIC HEALTH SERVICES
This Second Amendment to Department of Human Services 2009 -2010 Intergovernmenti l
Agreement for the Financing of Public Health Services, effective July 1, 2009 (as amended the
"Agreement "), is between the State of Oregon acting by and through its Department of Human Services
( "Department ") and Deschutes County, acting by and through its Deschutes County Health Services
( "LPHA "), the entity designated, pursuant to ORS 431.375(2), as the Local Public Health Authority fcr
Deschutes County.
RECITALS
WHEREAS the Department and LPHA wish to modify the set of Program Elements set forth in
Exhibit B "Program Element Descriptions" of the Agreement.
WHEREAS, the Department and LPHA wish to modify the Financial Assistance Award set
forth in Exhibit C of the Agreement.
NOW, THEREFORE, in consideration of the premises, covenants and agreements contained
herein and other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged, the parties hereto agree as follows:
AGREEMENT
1. Exhibit B "Program Element Descriptions" is hereby modified as follows: Program Element
#12: Public Health Emergency Preparedness Program (PHEP) is hereby superseded and
replaced by the revised Program Element #12: Public Health Emergency Preparedness Program
(PHEP) as set forth in Exhibit 1 "Program Element Descriptions" attached hereto and
incorporated therein the Agreement by this reference.
2. Section 1 of Exhibit C entitled "Financial Assistance Award" of the Agreement is hereby
superseded and replaced in its entirety by Exhibit 2 attached hereto and incorporated herein by
this reference. Exhibit 2 must be read in conjunction with Section 4 of Exhibit C, entitled
"Explanation of Financial Assistance Award" of the Agreement.
3. LPHA represents and warrants to Department that the representations and warranties of LPHA
set forth in Section 2 of Exhibit E of the Agreement are true and correct on the date hereof with
the same effect as if made on the date hereof. % REVIEW/ED,
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services
128008 -2 pgm.doc - Deschutes County
l
Page 1 of 26 pkAL COUNSEL
LJC- 2OO9763i
4. Capitalized words and phrases used but not defined herein shall have the meanings ascribed
thereto in the Agreement.
5. Except as amended hereby, all terms and conditions of the Agreement remain in full force and
effect.
6. This Amendment may be executed in any number of counterparts, all of which when taken
together shall constitute one agreement binding on all parties, notwithstanding that all parties
are not signatories to the same counterpart. Each copy of this Amendment so executed shall ,
constitute an original.
7. This Amendment becomes effective on the date of the last signature below.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 2 of 26 pages
128008 -2 pgm.doc - Deschutes County
IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set
forth below their respective signatures.
APPROVED:
STATE OF OREGON ACTING BY AND THROUGH ITS DEPARTMENT OF HUMAN SERVICES
(DEPARTMENT)
By:
Name: William J. Coulombe
Title: Deputy Public Health Director
Date:
DESCHUTES COUNTY ACTING BY AND THROUGH ITS DESCHUTES COUNTY HEALTH SERVICES
(LPHA)
By:
Name:
Title:
Date:
Tammy Baney, Chair
Deschutes County Board of
Commissioners
DEPARTMENT OF JUSTICE — APPROVED FOR LEGAL SUFFICIENCY
Approved by D. Kevin Carlson, Senior Assistant Attorney General per OAR 137 -045 - 0015(3) on August 11, 2009.
Copy of emailed approval on file at DHS -OC &P.
REVIEWED:
DEPARTMENT OF HUMAN SERVICES, PUBLIC HEALTH DIVISION
By:
Name: Rosemary Schaefer
Title: Program Manager
Date:
DEPARTMENT OF HUMAN SERVICES, OFFICE OF CONTRACTS & PROCUREMENT
By:
Name: Phillip G. McCoy, OPBC
Title: Contract Specialist
Date:
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 3 of 26 pages
128008 -2 pgm.doc - Deschutes County
EXHIBIT 1
PROGRAM ELEMENT DESCRIPTIONS
Program Element #12: Public Health Emergency Preparedness Program (PHEP)
1. Description. Funds provided under this Agreement for this Program Element may only be
used, in accordance with, and subject to, the requirements and limitations set forth below, tc
operate a Public Health Emergency Preparedness Program ( "PHEP ") to respond to public
health emergencies. The functions and responsibilities of the PHEP shall be detailed in the
local emergency response plans of the local emergency management agency within the
governmental jurisdiction. The PHEP shall address mitigation, preparedness, response and .
recovery phases of public health emergency response through plan development, exercise,
response activities and plan revision.
2. Definitions Specific to PHEP Programs.
a. Annual Review: Evaluation of an LPHA's PHEP materials, products, plans, and activities
conducted by a team of state and local preparedness staff using instruments developed b5
Department in collaboration and consultation with the Conference of Local Health Officials
(CLHO.) Items to be examined in the annual review will be identified for the subject.
LPHA at least four weeks prior to the scheduled review.
b. Bioterrorism: The unlawful use, or threatened use, of microorganisms or toxins derived
from living organisms to produce death or disease in humans, animals or plants.
c. CDC: U. S. Department of Health and Human Services, Centers for Disease Control and
Prevention.
d. Communicable Disease: Any disease that is transmissible by infection or contagion.
e. Disease of Public Health Significance or Reportable Disease: A Disease required to be
reported to local and state public health officials, including a case or cluster of unusual
disease. The list of reportable Diseases can be viewed at: http: / /oregon.gov /DHS/
ph /acd /reporting /reportable.shtml. The following statutes and administrative rules govern
Reportable Diseases: ORS 433.004, and OAR 333 - 018 -0000 to 333 - 018 -0015.
f. Division of the Strategic National Stockpile (DSNS): CDC program which manages the
SNS program.
g.
DSNS Local Technical Assistance Review (TAR) tool: a form developed by DSNS to
evaluate and score local mass dispensing plans
h. ESF 8/Health and Medical Annex or Public Health Base Plan: For the purposes of this
Program Element, ESF 8 /Medical Annex refers to LPHA's public health or medical plans
to respond to a major disaster or public health emergency.
i. Federal Medical Stations (FMS): The FMS is a Health and Human Services deployable
healthcare system that can deliver large -scale primary healthcare services anywhere in the
U.S. A team of approximately 100 personnel is needed to staff the FMS, with personnel
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 4 of 26 pages
128008 -2 pgm.doc - Deschutes County
1•
provided primarily by the USPHS. Each FMS contains a three -day supply of medical and
pharmaceutical resources to sustain 250 stable primary care -based patients who require
hospital services.
H1N1: Pandemic H1N1 is a novel strain of Influenza type "A" virus first identified in
April 2009. It causes illness symptoms and severity that are similar to those resulting from
seasonal flu infection. However, because it is a new virus, very few people have immunity,
and, as a result many may become ill with this infection.
k. Hazard and Vulnerability Analysis (HVA): A hazard vulnerability analysis is a written
document used to assess and identify community specific public health hazards and .
vulnerabilities so that plans may be developed to reduce or eliminate these threats.
1. Health Alert Network (HAN): A web based, secure, redundant, electronic communication
and collaboration system operated by Department, available to all Oregon public health
officials, hospitals, labs and service providers. The data it contains is maintained jointly by
Department and all LPHAs. This system provides continuous, high -speed electronic access
for Oregon public health officials and service providers to public health information
including the capacity for broadcasting information to Oregon public health officials and
service providers in an emergency 24 hours per day, 7 days per week. The secure HAN has
a call down engine that can be activated by state or local Preparedness HAN administrators.
The HAN also has a secure, access controlled document library which can be used to share
information and post plans. The Hospital Capacity Web site (HOSCAP) is built within the
HAN net work. A limited number of HAN users can access HOSCAP with their HAN user
ID and password.
m. Hospital Preparedness Program (HPP): The Hospital Preparedness Program (HPP)
enhances the ability of hospitals and health care systems to prepare for and respond to
bioterrorism and other public health emergencies.
n. Homeland Security Exercise and Evaluation Program (HSEEP): The Homeland
Security Exercise and Evaluation Program is a capabilities and performance -based exercise
and real event after action and improvement plan program that provides a standardized
policy, methodology, and language for designing, developing, conducting, and evaluating
all exercise.
o. Incident Command System Standard: The National Incident Management System's
standard for facilities, equipment, personnel, procedures, and communications operating
within a common organizational structure, to perform domestic incident management
activities in response to incidents, such as explosions, bioterrorism attacks, chemical
releases, earthquakes, and tsunamis, which have significant public health impact.
P. The Learning Center (TLC): A web -based system operated by Department that allows
for on -line training and tracking of course registration, competency -based training.
individual tracking of knowledge, skill, and ability competencies, e- learning, and evaluation,
and assessment of courses and training experiences.
q.
Mass: A large, but non - specific amount or number.
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 5 of 26 pages
128008 -2 pgm.doc - Deschutes County
r. National Incident Management System (NIMS): The Federal Homeland Security
Administration's system for integrating effective practices in emergency preparedness and
response into a comprehensive national framework for incident management. The NIMS
enables emergency responders at all levels and in different disciplines to effectively manage
incidents no matter what the cause, size or complexity. More information can be viewed at:
http: / /www.fema. gov /emergency /nims /index. shtm
s. Outbreak: The occurrence of more cases of disease than typically expected in a given area
or among a specific group over a particular period of time.
t. Outbreak Investigation: A process to determine the cause of an Outbreak including.
source of infection, and mode of transmission, and to identify risk factors and to reduce
morbidity and mortality.
u. Prophylaxis: The prevention of, or protective treatment for disease.
v. Public Health Emergency Response (PHER) Grant: Funding provided by U.S.
Department of Health and Human Services, Centers for Disease Control and Prevention
(CDC) for Public Health Emergency Response (PHER). The purpose of the grant is tc
support and enhance the state and local public health infrastructure that is critical to public
health preparedness and response.
w. Strategic National Stockpile or SNS: A CDC program developed to provide rapid
delivery of a broad spectrum of pharmaceuticals, medical supplies and equipment for an ill -
defined threat in the early hours of an event, a large shipment of specific items when a
specific threat is known and /or technical assistance to distribute SNS materiel. SNS
program support includes the 12 -hour Push Pack, vendor managed inventory (VMI), for
pharmaceuticals and medical supplies, and Federal Medical Stations.
3. Procedural and Operational Requirements. All of LPHA's PHEP services and activities
supported in whole or in part with funds provided under this Agreement shall be delivered or
conducted in accordance with the following requirements:
a. Non - Supplantation. Funds provided under this Agreement for this Program Element shal
not be used to supplant state, local, other non - federal, or other federal funds.
b. Audit Requirements. In accordance with federal guidance, each entity receiving funds
shall, not less than once every two years, audit its expenditures of PHEP funding. Such
audits shall be conducted by an entity independent of the agency and in accordance with the
federal Office of Management and Budget Circular A -133. Audit reports shall be sent to the
Department, who will provide them to the CDC. Failure to conduct an audit or expenditures
made not in accordance with PHEP cooperative agreement guidance and grants
management policy may result in a requirement to repay funds to the federal treasury or the
withholding of funds.
c. Public Health Preparedness Coordinator. LPHA shall identify a Public Heald-
Preparedness Coordinator acceptable to the Department. The Public Health Preparedness
Coordinator will be the Department's chief point of contact related to program issues. The
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 6 of 26 pages
128008 -2 pgm.doc - Deschutes County
Public Health Preparedness Coordinator will ensure that all scheduled preparedness
coordination conference calls and statewide preparedness coordination meetings and the
LPHA PHEP Annual Review are attended.
d. Annual Review Staffing. LPHA shall provide adequate staff satisfactory to the
Department to participate in the Annual Review process. LPHA shall submit its materials
and tools for the Annual Review in a manner satisfactory to the Department. The annual
reviews are to be conducted during July and August 2010. All reviews are to be completed
no later than August 31, 2010
e. Public Health Emergency Preparedness Procedures and Plans.
i. Emergency Plans and Procedures.
(A.) Consistent with the CDC, State and Local Public Health Emergency
Preparedness Cooperative Agreement No. U90/CCU017007 -09 between the
State of Oregon and the CDC, the PHEP of the public health and social service
emergency fund CFDA # 93.069 funding opportunity number CDC — RFA-
TP09 -902- H1N1 09 and this Program Element, the LPHA shall maintain and
execute emergency preparedness procedures as a component of its jurisdictional
Emergency Operations Plan. All LPHA emergency procedures shall comply
with the NIMS. The emergency preparedness procedures shall address the
capabilities and hazards described below. Review and revisions shall be done
according to the schedule included in each LPHA plan, or according to the local
emergency management agency schedule, but not less than once every five years
after completion as required in OAR 104 - 010 -005. The governing body of the
LPHA shall maintain and update the components described in subsection below,
including procedures to address bioterrorism and smallpox events. Other
components shall be adopted as local jurisdiction rules apply.
(B.) The jurisdictional Emergency Operations Plan shall describe the procedures
necessary to successfully implement the following functions and capabilities:
(I.) LPHA ESF 8 /Health and Medical all hazard plan
(II.) United States Postal Service Bio Detection Systems Alert (for jurisdictions
having the USPS BDS systems)
(III.) LPHA All Hazard Public Health Vulnerability Assessment (HVA)
(IV.) LPHA Emergency Communication
(V.) LPHA Strategic National Stockpile receipt, storage and dispensation
(C.) The jurisdictional Emergency Operations Plan shall describe the procedures
necessary to mitigate, respond and recover from the following hazards:
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 7 of 26 pages
128008 -2 pgm.doc - Deschutes County
(I.) Pandemic Influenza
(II.) Chemical Event
(III.) Natural Disaster
(IV.) Radiation Event
(V.) Bioterrorism
(VI.) Smallpox
(D.) LPHA will either directly develop and coordinate or support the development
and coordination of the jurisdiction's Behavioral Health plans and procedures.
(E.) At a minimum, all public health emergency preparedness and response plans
whose development is supported in whole or in part with funds provided for this
Program Element shall meet the county format.
(F.) Federal Medical Stations (FMS): Selected LPHA will actively participate and
assist in the ESF 8 Health and Medical plan development for the use, support
and deployment of FMS.
ii. Monitoring: LPHA shall provide to Department, at the Annual Review of LPHA's
PHEP Program, the plans described in subsection 3.e.i. (A.) above. Additionally, LPHA
shall provide copies of the adoption ordinance or minutes of the meeting in which
LPHA's ESF 8 /Health and Medical Annex was adopted by LPHA's governing body.
This adoption requirement needs only to be met once.
f. Community Engagement
LPHA shall build upon community engagement activities to educate community
partners and the public about the LPHA's Pandemic Influenza Plan and community
based response. Activities could include, but are not limited to: compiling lists of key
stakeholders. Developing and delivery of presentations on pandemic influenza;
coordination with Department and other partners to develop consistent, statewide
pandemic influenza related health messages and education materials for the general
public.
ii. LPHA shall actively support the development of state and local community disease
control measures, vaccine and antiviral distribution plans. Such support may include
attendance at planning meetings, review and comment on planning documents and other
material support as needed for plan completion.
iii. LPHA shall actively support the development of medical surge plans in conjunction
with hospital and health care preparedness planning underway in the Hospital
Preparedness (HPP) regions in which the LPHA service area is located. These plans are
the responsibility of the HPP Regional Lead Agencies, but LPHAs have a substantive
role in their development and execution. Such support may include attendance at
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 8 of 26 pages
128008 -2 pgm.doc - Deschutes County
g.
regional planning meetings, review and comment on planning documents and other
material support as needed for plan completion.
Mutual Aid Procedures.
LPHA shall draft a standard operating procedure for accessing its existing Mutual Ai(
agreements and determining when LPHA has expended, or will imminently expend, it;.
local resources in responding to a public health emergency. This procedure shal
identify who will make this determination and how it will be made.
ii. LPHA shall include a description of its progress on mutual aid planning in the twice
annually reports required by Section 4 of this Program Element Description.
Documentation of the draft standard operating procedure and participation in statewide
mutual aid planning shall be provided to Department in connection with the Annual
Review of LPHA's PHEP Program. Documentation may consist of meeting minutes,
copies of emails, draft mutual -aid agreements or telephone /conference call notes related
to mutual -aid planning.
h. Emergency Response Procedure Minimums.
LPHA shall develop, incorporate, review and maintain within its public health emergency
procedures for the following:
i. receiving reports from laboratories and providers;
ii. requesting additional resources, receiving, storing and /or distributing those resources
iii. receiving and /or distributing resources that are being pre - deployed in anticipation of
need (antivirals, vaccine, medical supplies and equipment)
iv. distributing and dispensing medications and /or other materials needed for protecting the
public using traditional models (e.g., Points of Dispensing) and alternative models (e.g.,
closed business PODs, mobile response teams). LPHA shall document the ability to
dispense prophylactic medication or vaccine to 100% of the population within 48 hours
of the recognition of an incident.
v. active disease surveillance;
vi. receiving reports of and responding to public health emergencies ( including food and
water) twenty -four hours per day, seven days per week;
vii. coordinating and reporting LPHA, the state and tribal public health emergency response
activities and medical countermeasure response activities;
viii. monitoring the impact of an emergency situation on identified vulnerable people or
groups of people including those experiencing psychosocial consequences and
facilitating actions to reduce the harmful impact on said people;
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 9 of 26 pages
128008 -2 pgm.doc - Deschutes County
ix. implementing public health measures including, quarantine and restriction of
movement; and
x. Using paid and volunteer staff to increase capacity for investigating cases, contacts and
mass prophylactic activities.
xi. LPHA shall provide to Department, at the time of the Annual Review of LPHA's PHEP
Program, satisfactory documentation that the procedures described above have been
included in the appropriate plan. Additionally, LPHA shall document that established
plans and procedures undergo review and revision according to the plan or procedures
review requirements, or the county emergency management schedule, but not less than
every five years after completion.
i. Emergency Response Time.
i. LPHA shall establish and maintain a telephone number whereby, physicians, hospitals,
other health care providers, and the public can phone to report public health
emergencies within the LPHA service area.
ii. The telephone number shall be operational 24 hours a day, 7 days a week and be a nine
digit telephone number available to callers from outside the local emergency dispatch.
LPHA may use their 911 system in this process, but the nine digit telephone number of
the local 911 operators shall be listed in all instances and be provided to switchboard
operators so that callers from outside the locality can contact LPHA through the local
dispatch system.
iii. The LPHA telephone number described above shall be answered by a knowledgeable
person or by a recording that clearly states the above mentioned 24/7 telephone number.
LPHA shall list and maintain both the switchboard number and the 24/7 numbers on the
HAN.
iv. All reports of public health emergencies shall be evaluated and acted on, including an
appropriate response to the individual making the report and coordination between
LPHA and other local public safety agencies, by a public health worker with the
knowledge, skills and abilities to evaluate and manage public health emergency reports,
within 30 minutes of receipt of the report.
v. As local plans call for, demonstrated capability to notify primary, secondary, and
tertiary staff to cover all incident management functional roles during a complex
incident.
vi. Test and document the notification system twice a year, with at least one test being
unannounced and occurring outside of regular hours. The test can be a drill or an
exercise, or it may be demonstrated by a response to a real incident. Test results will be
reviewed at the annual review.
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 10 of 26 pages
128008 -2 pgm.doc - Deschutes County
J•
Health Alert Network (HAN) and Redundant Communications.
i. Funds provided under this Program Element may only be used to cover the following
HAN related costs:
(A.) Service charges related to public health network security as reflected in the 2006
Local Preparedness security enhancement assessment and recommendations.
(B.) Additional costs for emergency communications, including Internet access fees,
cell phone charges for preparedness staff, radios, satellite telephone charges, the
costs of upgrading computers for LPHA's PHP Program staff.
(C.) Acquisition of standard office computer software and other standard computer
hardware to improve LPHA's capacity to communicate securely and
redundantly in a public health emergency.
(D.) Training of local staff in support of technologies supporting HAN, including
attendance of HAN 101, 201 and 301.
(E.) The use of this funding to cover a cost not described above shall be pre -
approved in writing by Department.
ii. Maintain, add, modify, and delete users in the local HAN user and county role
directory and ensure local users are both trained and have the correct system license
(end user, collaborator, or administrator - see HAN operations guide for license
allocation per county.)
iii. Act as a single point of contract for all HAN issues, user group, and training to the state
PHEP training unit and HAN staff.
iv. Serve as the county authority on all HAN related access (excluding hospitals and tribes)
v. Resolve all non - technical issues related to user profiles and role -based groups
vi. LPHA shall submit the name of the local HAN Administrator to the State HAN
Administrator or PHEP Liaison and notify of changes within 7 working days.
vii. Beginning July 1, 2009 LPHA shall conduct internal tests of the HAN Call Down
alerting system two times to verify LPHA's ability to alert its staff with emergency
response roles. These bi- annual notification exercises may be conducted within the
scope of a functional or full scale exercise.
viii. LPHA shall record results of such testing, including date and time of test and interval
between alert notification and 90% complete response.
ix. The designated LPHA HAN administrator will coordinate with the State HAN
Administrator to ensure the roles and available system licenses are appropriately
distributed with each county.
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 11 of 26 pages
128008 -2 pgm.doc - Deschutes County
x. LPHA Local HAN Administrator (s) shall post, publish and update plans and maintain
the local and County HAN document library folders.
xi. LPHA Local HAN Administrator (s) shall perform general administration for all local
implementation of the HAN system in their respective counties as specified in HAN
Operating Guide attachment V: Administrator Roles and Responsibilities available on
HAN.
xii. LPHA local HAN administrator (s) shall review their LPHA HAN users 2 times
annually to ensure users are assigned their appropriate roles and that appropriate users
are deactivated. The review shall be conducted during the same time frame as the semi-
annual review and the annual review.
xiii. LPHA shall comply with the terms and conditions of use of "Department Issued
Satellite Phones," set forth in Attachment 3 to this Program Element Description.
k. Exercise Requirements for all LPHAs.
LPHA shall develop and conduct an exercise program that tests LPHA's all hazard
emergency response plans, adhering to HSEEP standards: After Action Report,
Improvement Plan, and Exercise Evaluation Guide. As further described below, the
program shall include exercises that involve LPHA's administration, the local
jurisdiction's emergency management and other emergency response partners.
ii. LPHA shall submit to Department for approval before December 1, 2009, a three -year
Training and Exercise Plan. The three year period shall start December 1, 2009. The
Training and related exercise Plan shall meet the following conditions:
(A.) The Training and related exercise Plan shall, at a minimum, outline the exercise
program priorities, target capabilities, and training and exercise schedule.
(B.) the plan shall demonstrate continuous improvement and progress toward
increased capability of the LPHA to perform critical tasks.
(C.) the plan shall include priorities which address lessons learned from previous
exercises, as described in LPHA's existing After Action Reports (AARs) and
Improvement Plans (IPs).
(D.) at a minimum, the plan shall identify at least two exercises per year and shall
identify a cycle of exercises that increase in complexity from year one to year
three, progressing from discussion based exercises (e.g. seminars, workshops,
tabletop exercises, games) to operations based exercises (e.g. drills, functional
exercises and full -scale exercises); exercises of similar complexity are
permissible within any given year of the plan.
(E.) LPHA shall work with emergency management to integrate exercises with the
county exercise schedule.
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 12 of 26 pages
128008 -2 pgm.doc - Deschutes County
iii. LPHA shall review its three -year Training and related exercise Plan at least annually at
the time of the Annual Review and update as necessary. Any revisions shall be
submitted to Department for approval.
iv. At a minimum, LPHA shall, before June 30, 2010, develop and satisfactorily execute
two public health preparedness exercises as outlined in the LPHA's approved Training
and Exercise Plan. LPHA shall submit to Department for approval, an exercise scope,
including goals, objectives, activities, list of invited participants and list of exercise
design team members, for each of the exercises at least 45 days before each exercise is
scheduled to take place. LPHA shall provide to the Department an AAR documenting
each exercise within 60 days of conducting the exercises.
v. Disease outbreaks or other public health emergencies requiring a LPHA response may,
upon Department's approval, be used to satisfy exercise requirements. NIMS compliant
procedures for LPHA command and control shall be used to manage the response to the
Communicable Disease or public health emergencies.
1. Public Information and Notification
LPHA shall have the ability to create press releases and letters on file, for use in
notifying the public of disease outbreaks or other public health emergencies. Such
information shall describe public health actions and recommendations for preventing
illness, injury or death. These documents may reference or be based upon documents
from other sources, as appropriate.
ii. LPHA shall develop and maintain the capability to communicate and disseminate health
risk information to the public in its service area. Development of the capability shall
include designation of an individual with primary responsibility for coordinating
communication of public health information. LPHA's public health communication
officer shall actively participate in statewide planning and coordination of public health
messages.
iii. In connection with the Annual Review of LPHA's PHEP Program, LPHA shall provide
to Department copies of the press releases and letters for public health emergencies.
LPHA shall provide Department with the name and contact information for LPHA's
public health communication officer by August 30, 2009. LPHA shall establish a user
profile for the public information officer in the HAN. In connection with the Annual
Review of LPHA's PHEP Program, LPHA shall provide documentation to Department
of LPHA's participation in statewide public information planning.
iv. During the Annual Review, documentation of progress shall be provided in identifying
local communities with special communication needs and establishing the
communication channels and methods to reach them.
m. Training of LPHA Staff.
i. LPHA staff responsible for public health emergency planning and response roles shall
be trained for their respective roles consistent with Conference of Local Health Officials
Minimum Standards dated February 21, 2002, including training on how to discharge
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 13 of 26 pages
128008 -2 pgm.doc - Deschutes County
the LPHA statutory responsibility to take measures to control communicable disease in
accordance with applicable law. The Conference of Local Health Officials Minimulr.,
Standards may be viewed at: http: // oregon .gov /DHS /ph /lhd/reference.shtml
ii. The LPHA shall identify appropriate LPHA staff for training in preparedness for and
response to bioterrorism, chemical, radiation, communicable diseases, and general
emergency response. The LPHA training shall include an evaluation component. LPHA
is to be NIMS compliant. To determine NIMS compliance and view the standards go to:
http://www.fema. gov /emergency /nims/
iii. LPHA's public health communication officer shall be trained in the concept,
development, and use of the Incident Command System Standard for the Public
Information Officer role (as described in the Incident Command System Standard) and
in the local development of a joint information system as described and required in the
National Incident Management System. These standards can be viewed at:
http: / /www.dhs. gov / xlibrary /assets/NIMS -90- web.pdf. Specific training in National
Incident Management Systems (NIMS) Public Information Systems, IS -702, is
available on -line at: http: / /training.fema.gov /emiweb /IS /is702.asp
iv. LPHA's public health communication officer shall receive the CDC's Crisis and
Emergency Risk Communication (CERC) By Leaders, For Leaders training, described
at http: / /www.bt.cdc.gov /erc /part man.pdf; the staff person performing this function
needs to meet this training requirement only once.
v. All local HAN users assigned either a collaborator must complete HAN 201. All local
HAN users assigned an administrators license must complete HAN 201 and 301.
vi. All local HAN users are required to attend HAN 101.
vii. LPHA shall enroll new staff with emergency response roles as users in the Learning
Center within 30 days of hire.
viii. LPHA shall maintain training records for all local public health staff with emergency
response roles. LPHA shall record public health preparedness courses taken by LPHA
staff.
ix. LPHA may use funds from this agreement to support preparedness staff to attend state
provided preparedness training, workshops, seminars, and exercises developed around
state level plans and procedures.
4. Additional Reporting Specific to this Program Element.
In addition to the reporting requirements set forth in Exhibit E at Section 8, LPHA shall
provide the reports described below.
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 14 of 26 pages
128008 -2 pgm.doc - Deschutes County
a. Narrative Report (Twice Annually).
LPHA shall provide narrative reports, in a form approved for this purpose by
Department, to the Department on the status of local activities related to public health
emergency preparedness. The first report shall be submitted no later than February 15,
2010. The Annual Review will serve as the second report.
ii. In addition to any information required by other provisions of this Program Element to
be included in the required reports, the reports shall, at a minimum, include the
following:
(A.) LPHA's progress on review and revision of the LPHA ESF 8 /Health and
Medical all hazard plan including annexes referenced in section (3.e.i).
(B.) LPHA's progress on integrating planning and communication with county
general emergency management, evidenced by, for example, meeting minutes or
other documented communications.
(C.) LPHA's progress on required exercises and a discussion of LPHA's
participation in any other public health emergency exercises.
(D.) LPHA's progress on establishing mutual -aid agreements and procedures as
referred to in (3.k.i) Mutual Aid Procedures.
(E.) LPHA's progress on public information planning, including establishment and
development of the database of communities with special communication needs.
(F.) LPHA's progress on training, including hazardous - material, other worker - safety
and NIMS training.
(G.) The number of staff with public health emergency response roles documented in
their job descriptions that passed NIMS IS -700 and IS 800 Training.
(H.)
(J.)
A description of how NIMS- compliant ICS forms have been integrated into
LPHA's Emergency Operations Plan.
A description of LPHA's efforts to maintain accurate staff and contact
information in the HAN, and the Learning Management System.
A description of the mechanisms and results of internal testing of the public and
non - public LPHA 2417 ability to receive notice of potential public health
emergencies.
(K.) A description of LPHA's internal testing results of biannual HAN notification
exercises,
(L.) LPHA shall provide a completed local TAR by June 30, 2010 to the
Department. Completion of the TAR includes providing necessary supporting
documentation and references.
2009-2010 Intergovernmental Agreement for the Financing of Public Health Services Page 15 of 26 pages
128008 -2 pgm.doc - Deschutes County
b. General Budget and Expense Reporting.
Using the budget template set forth in Attachment 1 (and available for download from the
HAN document library: https:// oregonhealthnetwork. org/ ORHealthNetworkRM /GateStart.aspx.
attached hereto and incorporated herein by this reference, LPHA shall provide tr
Department by October 31, 2009, a budget using actual award amounts, detailing LPHA's
expected costs to operate its PHEP and PHER programs during the period of July 1, 2009.
through June 30, 2010. LPHA shall submit to Department by January 15, 2010 and include .
as part of the reports required by subsection a. above, expense -to- budget reports that detail
expenses charged to funds provided under this Agreement for this Program Element. An
expense -to- budget template set forth in Attachment 2 (available to be downloaded from the
HAN document library at: https:// www. oregonhan.org /login.login.cfm), and attached hereto
and incorporated herein by this reference, shall be the only form used to satisfy this
requirement. The LPHA shall provide to the Department by August 31, 2010 the actual
expense -to- budget report for the period of July 1, 2009 through June 30, 2010.
c. H1N1 Pandemic Influenza Response Activities
The LPHA shall at a minimum provide the Department with weekly electronic reports
of identified sites for public vaccination. Reports shall be provided on a form developed
with LPHA input and approved by the Department. These reports are due to the
Department no later than close of business every Thursday. Reports will project public
vaccination sites for at least the seven day period beginning with the next Monday.
ii. The LPHA shall provide the website address and LPHA response phone number for
H1N1 response to the Department.
iii. Periodic reports of LPHA H1N1 response activities as determined by the ESF 8
Incident Manager.
5. Other Reports.
The LPHA shall provide such other reports on LPHA's PHEP as Department may reasonably
request from time to time.
6. Performance Goals.
LPHA shall implement its PHEP Program in a manner designed to achieve the following
performance goals:
a. Public Health Emergency Plans. All of the components described below of LPHA's
jurisdictional Emergency Operations Plan, are complete, including submission to
Department for the Annual Review by June 30, 2010, and LPHA's ESF 8 /Health and
Medical Annex (to the jurisdictional Emergency Operations Plan), including procedures to
address bioterrorism and small pox events, is adopted by governing body of the jurisdiction
by June 30, 2010 (if this requirement has not be satisfied previously).
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 16 of 26 pages
128008 -2 pgm.doc - Deschutes County
i. LPHA ESF 8 /Health and Medical Annex
ii. LPHA Hazard Vulnerability Assessment (HVA)
iii. LPHA Emergency Communication Plan
iv. LPHA Strategic National Stockpile Plan
v. LPHA Pandemic Influenza Plan
vi. LPHA Chemical Response Plan
vii. LPHA Natural Disaster Response Plan
viii. LPHA Radiation Event Response Plan
ix. Biohazard Detections System (as applicable)
x. LPHA will either directly develop and coordinate or support the development and
coordination of the jurisdiction's Behavioral Health Plan
b. Minimum Emergency Response Times.
i. At least 95% of calls to LPHA's public health emergency reporting telephone number
are responded to within 30 minutes by a public health worker with the knowledge, skills
and abilities to evaluate and manage public health emergency reports.
ii. At least 95% of calls to the LPHA non - public public health emergency reporting
telephone number (for reporting by Department or other emergency response agencies)
are responded to within 30 minutes by a public health worker with the knowledge, skills
and abilities to evaluate public health emergency reports.
iii. The time to complete the notification /alerting of the initial wave of personnel needed
for emergency operations in response to a public health emergency is 60 minutes or less
from the decision to conduct the notification.
iv. The time to have the initial wave of personnel physically present to staff emergency
operations in response to a public health emergency is 90 minutes or less from the
decision to conduct the notification.
v. The time to issue information to the public that emphatically acknowledges the event,
explains and informs the public about risk, provides emergency courses of action and
commits to continued communication is 60 minutes or less from the activation of the
Emergency Operations Plan.
vi. LPHA shall be able to document capability to provide countermeasures to 100% of
population in their jurisdiction within 48 hours.
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 17 of 26 pages
128008 -2 pgm.doc - Deschutes County
c. Health Alert Network (HAN).
i. At least 98% of LPHA staff with responsibilities for public health emergency response
has accurate user profiles in the HAN.
ii. At least 90% of LPHA staff with responsibilities for public health emergency response
receives test or actual notifications /alerts using HAN.
iii. All staff on the Secure HAN system is required to participate in 4 state and 2 local call
down tests for a total of 6 annually and are required to keep both an updated system and
alerting profile.
d. Exercises and Response
i. LPHA has plans for and satisfactorily conducts, by June 30, 2010, at least one tabletop
or workshop /seminar; and exercises described above.
ii. Documentation of the exercises shall demonstrate the involvement of county emergency
management in exercises.
e. Training.
i. At least 90% of LPHA staff that have emergency response roles documented in their job
descriptions is trained in incident management.
ii. LPHA has trained 100% of its staff with emergency response roles identified in their
position descriptions in emergency response training appropriate to their emergency
roles in compliance with the National Incident Management System requirements.
iii. LPHA's public health communication officer has received training in (a) the concept,
development, and use of the Incident Command System Standard's communication
structure as described and required in the National Incident Management System and
(b) CDC's Crisis and Emergency Risk Communication (CERC) For Leaders training.
iv. LPHA has a training program to ensure volunteers are trained in their role to provide
mass prophylaxis.
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 18 of 26 pages
128008 -2 pgm.doc - Deschutes County
ATTACHMENT 1
TO PROGRAM ELEMENT #12
Preparedness Program Annual Budget
)County
July 1, 2008 - June 30, 2009
::PERSONNELglisine
Annual Salary
% FTE
Iota
'scot
(Position Titte and Name)
Brief description of activities, for -example,. Tits position has primary responsitadity
for ) County pubdo health preparedness- actvities.
0
‘Position Tide and Name)
0
Brief-description of activities and responsibtities
(Pion le and Name)
3
Brief description of activities and responsi-Mfties
(Position Title and Name)
3
Brief description of activities and responsidtities
Fringe Benefits a 4 ph or describe rate or methoo
TRAVEL
$0
Total In-State Travel:
Out-of-State Travel:
EGDIRIMEIW-$0000006er;ridgMintOntirdatIMTP*104311111411iii,-Iiigliaggill-
SUPPLIES. MATERIALS and SERVICES (0014e, pnntrng, pores. IT support. ,
<-DONTRAO TUAL
Contract with ) Company ,for 5 for- cenv,iceo.
Contact with ( fr Company/or-S. for ( 1 seMcez.
OTHER
TOTAL DIRECT CHARGES
TOTAL INDIRECT CHARGES rift _ % of Direct Expenses:
$0
50
40
40
TOTAL BUDGET:
Date, r ame and phone cumber of person who prepared budget
2009-2010 Intergovernmental Agreement for the Financing of Public Health Services Page 19 of 26 pages
128008-2 pgm.doc - Deschutes County
$0
ATTACHMENT 2
TO PROGRAM ELEMENT #12
Preparedness Program Expense to Budget (Example)
Name of County
Period of the Report (July 1, 2000 - December 30 200ffj -
PERSONNEL
Salary
Fringe Benefits
TRAVEL
In -State Travel:
Out -of -State Travel:
EQUIPMENT
SUPPLIES
CONTRACTUAL
OTHER
TOTAL DIRECT
TOTAL INDIRECT @ XX% of Direct Expenses (or describe method):
TOTAL:
Budget
Expense
to date
Variance
$0
SO
SO
$ti
$0
$0
50
S0
SO
SO
$0
$O
$0
50
$0
SO
$0
$0
$0
SO
S0
$0
SO
$0
50
$0
Date, name and phone number of person who prepared expense to budget report
Notes:
The budget total should reflect the total amount in the most recent Notice of Grant Award.
The budget in each category should reflect the total amount in that
category for that line item in your submitted budget.
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 20 of 26 pages
128008 -2 pgm.doc - Deschutes County
Preparedness Program Expense to Budget (Example)
Name of County
Period of the Report (January 1, 2009 - June 30. 2009
PERSONNEL
Salary
Fringe Benefits
TRAVEL
In-State Travel:
Out-of-State Travel:
EQUIPMENT
SUPPUES
CONTRACTUAL
OTHER
TOTAL DIRECT
TOTAL INDIRECT 0... XX% of Direct Expenses (or describe method):
TOTAL:
Date, name and phone number of person who prepared expense to budget report
Budget
Expense
to date
Variance
$0
$0
$0
$0
SO
so
$0
$0
$0
$0
$0
$0
SO
SO
SO
SO
$0
SO
SO
SO
SO
$0
SO
$0
SO
50
Notes:
The budget total should reflect the total amount in the most recent Notice of Grant Award.
The budget in each category should reflect the total amount in that
category for that line item in your submitted budget.
2009-2010 Intergovernmental Agreement for the Financing of Public Health Services Page 21 of 26 pages
128008-2 pgm.doc - Deschutes County
ATTACHMENT 3
TO PROGRAM ELEMENT #12
DEPARTMENT ISSUED SATELLITE TELEPHONES
AGENCY TERMS and SHIPPING INFORMATION
PLEASE READ CAREFULLY
Each agency must complete the following steps by COB 9/26/08 to receive a phone or phones.
ELIGIBLE ORGANIZATIONS:
• All Oregon Hospitals - (1) Iridium 9505A Kit + Phone
• All PHEP funded Oregon Tribes - (1) Iridium 9505A Kit + Phone
• All County Local Public Health Departments - (2) Iridium 9505A Kits + Phone **
* *Some exceptions apply.
INSTRUCTIONS:
1. Review the terms.
2. Complete the information below and sign.
3. Fax the signed form no later than COB September 26, 2008 to 971- 673 -1307 Attention: Katie McLel an
4. Your phone will be delivered as requested.
5. Training and orientation sessions will be conducted four (4) times in the first two weeks of November.
Information will be available on HAN regarding these sessions.
If your agency does not fax a form back to 971 - 673 -1307 by the above listed date, you will not receive a phone.
If you do not fax back to us by COB 9/26/08, the state will assume you have opted out and will not participwe.
!! Complete and return only one (1) form per agency and fax to: 971 - 673 - 1307!!
Name of Tribe, hospital, or LHD:
Name of Preparedness Coordinator in HAN:
(Must be a HAN member)
Correspondent Contact Phone Number:
Correspondent Contact Email:
Delivery Preference (Circle only 1):
Ship to Address: (Organization)
(ATTN — name):
Address —line 1:
Address: -line 2:
{Ground Ship} - Note state may opt to deliver in person.
{Pick up at State Public Health HQ in Portland - PSOB}
{Our PHEP Liaison or Regional Coordinator will deliver}
City, State, Zip:
By signing below, my agency agrees to the terms listed on page 2 below. The individual(s) in the preparedn ;ss
coordinator role in Oregon HAN will keep updated profiles and act as the single point of contact for the stat
and partners regardless of how my organization chooses to assign and deploy its phone(s).
Signature Authority:
Name and Title (printed): Date:
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 22 of 26 pages
128008 -2 pgm.doc - Deschutes County
PHEP SATELLITE TELEPHONE TERMS
All state satellite phones are provided under the following terms.
Failure to abide by these terms will result in service termination or return of the phone.
I. All phones are for official use only (FOLIO) for health and medical emergency response (ESF 8) training, testing,
exercise, and actual events in Oregon and neighboring states. All other use is strictly prohibited. Phone use is
restricted to state public health officials, local health departments, hospitals, and tribes.
II. Phones must be used for voice communication only and must not be used for data or faxing.
III. Phone(s) remain property of the State of Oregon Department of Human Services (DHS) and are subject tc the
conditions of use related to state equipment and DHS Information Security Office Policy (ISO).
IV. Access fees and minutes are paid in full by the state on a monthly basis through FY 2010. The master account will
be audited every month to monitor use. Each phone has a minimum (10) minutes of charged talk time per month
for testing, exercise and training. (Training may include use at off site clinics where no cellular service is
available in rural counties.) Use beyond (10) minutes must be related to health and medical response. Lac c of
testing may be cause for service termination or return of the phone.
V. If an individual possesses a phone and resigns, retires, is terminated, or is deceased; the phone must be re-
assigned within the organization within 24 hours and the associated HAN account must be updated.
VI. All phones must successfully participate in 3 (of 4) annual notification drills (unless an actual event conflicts with
the date of an exercise) run by the state public health preparedness program. Assigned users are expected, wit lout
exception, to call the State Public Health Agency Operations Center (AOC) using their satellite phone after an
exercise HAN alert is sent. Specific details will be posted to HAN in folder "000 — HAN System Operations" in
the satellite phone folders.
VII. Individuals with an assigned phone must enter and maintain their satellite phone number in their Secure I [AN
user account under `Alternate Satellite Phone Number.'
VIII. Any individual assigned a satellite phone must be an active HAN user and trained at the HAN 101 level and keep
an updated profile. The user must keep their satellite phone number updated in their HAN profile.
IX. Phones assigned to LHDs, tribe, or hospital phones are the responsibility of the individual listed in HAN a:; the
"Preparedness Coordinator" (or Deputy Preparedness Coordinator, if applicable) role in each health department,
tribe, or hospital. The individual in this role must act as the single point of contact for the phone(s) regardle:is of
whether the phone is permanently issued to this person.
X. The state will not replace or repair stolen, lost, or broken phones.
XI. All phones, at all times, must be deployed, assigned, and maintained by a single individual; however, sharing the
phone within your agency or organization is encouraged. The individual holding responsibility for each p lone
must be an employee of its respective organization. The phone voicemail should be configured and accessible to a
shared group of users if the phone is intended to serve more than a single user.
XII. All phone users must be trained in Iridium 9505A care and operation.
XIII. Phones must be stored in secure location(s).
XIV. Participating agencies will determine optimal deployment and storage locations.
XV. Phones must remain in Oregon unless the responsible party is traveling or is deployed outside of Oregon.
XVI. Phones must never be checked baggage on a commercial flight. They must be part of your carry -on baggage.
XVII. Phones must never be stored in a vehicle where they are visible.
XVIII. If a phone is stolen, lost, misplaced, or destroyed; the responsible individual must contact
HAN.OREGON @state.or.us or 971 - 673 -1319 within 24 hours to ensure the service is suspended.
By signing below, my agency agrees to theses terms.
Signature: Date:
Name & Title:
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services Page 23 of 26 pages
128008 -2 pgm.doc - Deschutes County
EXHIBIT 2
FINANCIAL ASSISTANCE AWARD
State of
Department of
Public Hea
Oregon Page 1 of 3
Human Services
th Services
1) Grantee
Name: Deschutes County Health Dept.
Street: 2577 N. E. Courtney
City: Bend
State: OR Zip Code: 97701
2) issue Date
September 24, 2009
This Action
AMENDMENT
FY2010
3) Award Period
From July 1, 2009 Through June 30, 2010
4) DHS Public Health Funds Approved
Previous Increase/ Grant
Program Award (Decrease) Award
PE 01 State Support for Public Health
192,888
0
192,988
m 1
PE 03 TB Case Management
1,208
0
1.208
PE 07 HIV Prevention Services
28,832
0
28,832
HIV Prevention Block Grant Services
Ryan White Title II HIV / AIDS Services
PE 08 Ryan White—Case Management
84,318
0
84.318
PE 08 Ryan White—Support Services
21082
0
21.082
PE 12 Pub. Health Emergency Preparednessi(July-Aug. 9)
17,452
0
17,452
( a.h )
PE 12 Pub. Health Emergency Preparednessi(Aug 10-June30)
121,666
(5857)
115,809
( n )
PE 12 Pub. Hlth. Emerg. Response - FA1-H1N1 Vaccinations
0
121,197
121,197
( 0 )
PE 12 Pub_ Hlth. Ernerg. Response - FA2-H1N1 Epid. & Surv.
0
17,449
17,449
(p1
PE 12 Pub. Hlth. Emerg. Response - FA3-H1 N1 Vaccine Admin.
0
104,433
104,433
(r)
PE 13 Tobacco Prevention & Education
113,150
0
113,150
5) FOOTNOTES:
a) July-August 9th awards must be spent by 8/9/2009 and a report submitted for that period.
b) July-Sept. grant is $167,899 and includes $33,590 of minimum Nutrition Education and $T,420
for Breastfeeding Promotion
c) Oct.-June grant is $466,206 and includes 893,241 of minimum Nutrition Education and $22,259
for Breastfeeding Promotion
d) July - September grant is 55,740 , October - June grant is $17,220
e) Si 000 must be spent by December 31, 2009.
f) The Funding Formula includes 5 counties (Curry, Deschutes, Josephine, Klamath & Washington)
with increased awards that are contingent on successful completion of May 2009 initial SBHC
certification visit.
g) MCH Funds will not be shifted between categories or fund types. The same program may be
funded by more than one fund type, however, federal funds may not be used as match for
other federal funds ( such as Medicaid ).
6) Capital Outlay Requested in This Action:
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip-
ment with a purchase price in excess of $5,000 and a life expectancy greater than one year.
PROG.
PROGRAM ITEM DESCRIPTION COST APPROV
2009-2010 Intergovernmental Agreement for the Financing of Public Health Services
128008-2 pgm.doc - Deschutes County
Page 24 of 26 pages
State of Oregon Page 2 of 3
Department of Human Services
Public Health Services
1) Grantee
Name: Deschutes County Health Dept.
Street: 2577 N. E. Courtney
City Bend
State: OR Zip Code: 97701
2) Issue Date
September 24, 2009
This Action
AMENDMENT
FY2010
3) Award Period
From July 1, 2009 Through June 30, 2010
4) I_iHS Public Health Funds Approved
Previous Increase/ Grant
Program Award (Decrease) Award
PE 15 Healthy Communities
65 „000
0
65,000
PE 39 Maternity Case Management
1 „000
0
1,000
FAMILY HEALTH SERVICES
(e )
PE 40 Women, Infants and Children
£34,105
0
634.105
FAMILY HEALTH SERVICES
(bcykl )
PE 40 WIC -- PEER Counseling
22,960
0
22,960
FAMILY HEALTH SERVICES
(d )
PE 41 Family Planning Agency Grant
142,109
0
142,109
FAMILY HEALTH SERVICES
PE 42 MCH - TitfeV -- Flexible Funds
41,171
0
41.171
FAMILY HEALTH SERVICES
(g )
FE 42 MCH- TitfeV -- Child & Adolescent Health
17,644
0
17,644
FAMILY HEALTH SERVICES
(g )
PE 42 MCH/Perinatal Health -- General Fund
6,042
0
6,042
FAMILY HEALTH SERVICES
(g )
PE 42 MCH /Child & Adolescent Health -- General Fund
11,337
0
11,337
FAMILY HEALTH SERVICES
(g )
PE 42 Babies First
19,131
0
19.131
FAMILY HEALTH SERVICES
(g )
PE 42 Oregon MothersCare
20,018
0
20,018
FAMILY HEALTH SERVICES
PE 43 Immunization Special Payments
60,558
(15;207)
45,351
FAMILY HEALTH SERVICES
(q )
5) FOOTNOTES:
h) $1,803 is additional funding for the purchase of Satellite Phone Docking stations and Antennae
as follows: ASE 9505A Docking Station and iridium Fixed Mast Omni Directional Antennae. Items
are available from World Communications Center, Chandler, AZ; http : /. /www.wcclp.com. Contact:
Curtis Patterson. Funds must be obligated by 08/09/2009 and liquidated by 10/31/2009.
i) 83,000 increase is due to the CLHO approved funding formula revision..
j) $9,062 is for one -time funding to local agencies with rate of 82.00 per assigned caseload.
k) $2,035 is for Farm Direct Nutrition Education funding.
I) 51,400 is funding for local agencies' special projects.
m) Additional $3.500 must be spent by September 30, 2009. Counties must submit DHS Health
Division Expenditure and Revenue Report by 10 ?25/09 to verify that the funds have been spent.
n) Base Preparedness Funding award revised to reflect CDC approved grant award.
o) H1N1 Funding for Vaccination, Antiviral Distribution/Dispensing/Administration and Community
Mitigation. Funding must be tracked and reported separately.
6) Capital Outlay Requested in This Action:.
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip-
ment with a purchase price in excess of $5,000 and a life expectancy greater than one year.
PROG.
PROGRAM ITEM DESCRIPTION COST APPROV
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services
128008 -2 pgm.doc - Deschutes County
Page 25 of 26 pages
State of Oregon Page 3 of 3
Department of Human Services
Public Health Services
1) Grantee
Name: Deschutes County Health Dept
Street: 2577 N. E. Courtney
City: Bend
State: OR Zip Code: 97701
2) Issue Date
September 24, 2009
This Action
AMENDMENT
FY2010
3) Award Period
From July 1, 2009 Through June 30, 2010
4) DHS Public Health Funds Approved
Previous Increase/ Grant
Program Award (Decrease) Award
PE 43 immunization -- CDC (ARRA Stimulus Funding)
FAMILY HEALTH SERVICES
0
15,207
15,207
(q )
PE 43 Immunization -- Public Health Emergency Response
FAMILY HEALTH SERVICES
0
1,453
1,453
(q )
PE 44 School Based Health Centers
FAMILY HEALTH SERVICES
123,000
0
123,000
(f,i )
TOTAL
5) FOOTNOTES:
p) H1N1 Funds for Epidemiology and Surveillance. Funds must
q) Funding for this program must be reported separately_
r) H1N1 funding for Vaccine Administration related activities. PHER
be tracked and reported separately.
1,744,771
238,675
1,983;446
be tracked and reported separately.
111 Focus Area 3 funding must
6) Capital Outlay Requested in This Action:
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip-
ment with a purchase price in excess of $5,000 and a life expectancy greater than one year.
PROG.
PROGRAM ITEM DESCRIPTION COST APPROV
2009 -2010 Intergovernmental Agreement for the Financing of Public Health Services
128008 -2 pgm.doc - Deschutes County
Page 26 of 26 pages