HomeMy WebLinkAboutIGA - Multnomah Co - Disease DatabaseJTES C
10 Ao
Deschutes 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 August 6, 2008
Please see directions for completing this document on the next page.
DATE: July 25, 2008
FROM: Shannon Dames. Health Department 322-7410
TITLE OF AGENDA ITEM:
Consideration and Signature of Document # DC -2008-437 - the Intergovernmental Agreement between
Multnomah County Health Department and Deschutes County Health Department for the Share
Communicable Disease Database Program for FY 08_09.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
This Agreement is to share the Communicable Disease database program by entering and analyzing
communicable disease cases and outbreak investigations. Also to enter information to assess
compliance with the Communicable Disease/ Bioterrorism Preparedness Assurances developed in
conjunction with the Conference of Local Health Officials (CLHO) and Dept. of Health Services
(DHS). Total Not to Exceed: $1,672.69.
FISCAL IMPLICATIONS:
None. Already Budgeted for.
RECOMMENDATION & ACTION REQUESTED:
Approval and Signature of Document # DC -2008-437 — the Intergovernmental Agreement between
Multnomah County Health Department and Deschutes County Health Department for the Share
Communicable Disease Database Program for FY 08_09 is requested.
ATTENDANCE: Shannon Dames, Health Department, 322-7410
DISTRIBUTION OF DOCUMENTS:
Heidi Leibbrandt, Contract Specialist, Multnomah County Health Department, 421 SW Oak Street. Ste
210, Portland, OR 97204, (503) 988-3663 x25449, heidi.j.leibbrandt@co.multnomah.or.us; and Jill
Fox, Health Department, 2577 NE Courtney Drive, Bend, Oregon 97701, 322-7478.
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.
July 24, 2008
Contact Person:
SHANNON DAMES
Contractor/Supplier/Consultant Name:
Department:
HEALTH
Phone #:
322-7478
Heidi Leibbrandt, Contract Specialist,
Multnomah County Health Department, 421 SW Oak Street, Ste 210, Portland, OR
97204, (503) 988-3663 x25449, heidi.j.leibbrandti@co.multnomah.or.us
Goods and/or Services: Intergovernmental Agreement between Multnomah County
Health Department and Deschutes County Health Department for the Share
Communicable Disease Database Program for FY 08_09.
Background & History: This Agreement is to share the Communicable Disease
database program by entering and analyzing communicable disease cases and
outbreak investigations. Also to enter information to assess compliance with the
Communicable Disease/ Bioterrorism Preparedness Assurances developed in
conjunction with the Conference of Local Health Officials (CLHO) and Dept. of Health
Services (DHS).
Agreement Starting Date:
July 1, 2008
Annual Value or Total Payment:
$1,672.69
Ending Date:
June 30, 2009
❑ Insurance Certificate Received check box)
Insurance Expiration Date:
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
Departmental Contact:
Title:
Shannon Dames
Health Department Clinic Manager
Department Director Approval:
Phone #:
Signature (51y0, ?)
322-7410
ate
7/24/2008
Distribution of Document: Heidi Leibbrandt, Contract Specialist, Multnomah County
Health Department, 421 SW Oak Street, Ste 210, Portland, OR 97204, (503) 988-3663
x25449, heidi.j.Ieibbrandt@co.multnomah.or.us; and Jill Fox, Health Department, 2577
NE Courtney Drive, Bend, Oregon 97701, 322-7478.
Official Review:
County Signature Required (check one): 0 BOCC 0 Department Director (if <$25K)
0 Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. )
Legal Review Date
Document Number
7/24/20 )8
INTERGOVERNMENTAL AGREEMENT
Contract Number 0809022
This is an Agreement between Multnomah County (COUNTY) and Deschutes County Health
Department (CONTRACTOR).
PURPOSE:
The purpose of this agreement is to share the COUNTY's Communicable Disease database program so
the CONTRACTOR can enter and analyze communicable disease cases and outbreak investigations
for the CONTRACTOR' s Communicable Disease Program. In addition to general information needed
to track and report communicable diseases, the database allows for entry of information to assess
compliance with certain elements of the Department of Human Services, Oregon Public Health
Division Program Element #12, Public Health Emergency Preparedness and Communicable Disease
Response Program, developed in conjunction with the Conference of Local Health Officials (CLHO)
and Oregon Public Health Division (OPHD). Each participating party listed in Exhibit #1 shall have a
separate agreement with the COUNTY.
The parties agree as follows:
1. TERM The term of this agreement shall be from July 1, 2008 to June 30, 2009. This
Agreement may be renewed at COUNTY's sole discretion. COUNTY may renew this
Agreement, pending program evaluation and CONTRACTOR's satisfactory performance in
complying with this Agreement.
2. RESPONSIBILITIES OF COUNTY. The COUNTY agrees to provide the following:
A. Training specific to this database on site at Multnomah County Health
Department (MCHD)
1. Communicable Disease RN/Emergency Preparedness staff/managers (CD e
may spend up to one (1) day at COUNTY's Disease Control Office being
trained on the use of the database via initial instructions/overview and/or
observing how it is used in the COUNTY's Disease Control Office.
B. Telephone consultation resources of CONTRACTOR as needed are available
by:
1. COUNTY Communicable Disease (CD) Nurses or the Database System
Administrator: For nurses/epidemiologists using the database.
2. COUNTY Database System Administrator: for CONTRACTOR's
Information Technology staff in local counties and OPHD:
i. The COUNTY Database System Administrator will refer
CONTRACTOR's Information Technology staff or OPHD staff to the
COUNTY Sr. Development Analyst as needed.
Deschutes County Health Dept #0809022 1
3. COUNTY AND CONTRACTOR AGREE TO.
Decisions for the Communicable Disease Database will be made in the System Administration
Committee. This Committee will consist of all CONTRACTOR's listed in Exhibit #1, OPHD
and the COUNTY represented by the COUNTY Sr. Development Analyst, COUNTY
Epidemiologist and COUNTY Database System Administrator. The Conference of Local
Health Official's (CLHO) Epidemiology Committee will serve as back up to the System
Administration Committee.
A. Data quality: The parties will work together to monitor quality of the data and
identify activities to improve the quality.
B. Each CONTRACTOR shall designate an identified participant on the System
Administration Committee or, a CONTRACTOR that does not designate a
participant agrees to comply with decisions made by the committee.
1. A CONTRACTOR may choose to have another CONTRACTOR represent
them if so desired or recommended by the committee.
C. The parties agree that changes/upgrades will be discussed and decided by the
COUNTY Sr. Development Analyst, COUNTY Database System Administrator and
the COUNTY Epidemiologist in consultation with OPHD and the System
Administration Committee.
1. Changes to the database will be made systematically
i. An updated version will be released annually as needed.
ii. For inclusion in the update, needed/suggested changes will be sent t,)
COUNTY Database System Administrator by a date to be set by the
COUNTY.
iii. Changes requested by any member of the System Administration
Committee, the COUNTY or OPHD will be reviewed and updated
during the year if deemed appropriate.
2. As requested, CONTRACTOR will be supplied a source version of the
database.
3. COI NTRACTOR is responsible for applying any changes they have made
to subsequent versions.
D. Decisions will be made by consensus of the System Administration Committee, v% ith
a fall -back to majority of participating members and/or on the advice of the
COUNTY Epidemiologist in consultation with the COUNTY Sr. Development
Analyst.
E. The parties agree to pursue local resources for Microsoft Access training as needh.d;
and each CONTRACTOR will be responsible for training its own employees.
F. Each CONTRACTOR will address/discuss using this database with their Informa ion
Technology staff.
Deschutes County Health Dept #0809022 2
1. IT System issues and problems will be dealt with internally by each
CONTRACTOR.
G. In a public health emergency/urgent outbreak situation occurring in Oregon in a
non-member county:
1. The CD database will be made available to that non-member county if:
i. The situation is deemed a significant public health emergency by
Oregon Public Health Department (OPHD).
ii. The non-member county is working with OPHD to respond to the
situation.
iii. It is assessed by OPHD that the non-member county needs this
database to manage the data; and
iv. At the end of the outbreak, the non-member county agrees to either
return the database or purchase membership according to population
analysis.
4. COSTS FOR DATABASE
A. Costs of program updates/maintenance, etc. will be shared equitably by the
participating parties. OPHD will be responsible for the cost to make the electronic
transmission from the counties to the state work.
1. Database program updates/maintenance will be shared by participating
counties (see Exhibit #1)
2. Transmission updates/maintenance will be paid for by OPHD
B. Charges will be based on 5% of the COUNTY Sr. Development Analyst's salary,
and 25% of the COUNTY Database System Administrator's salary.
1. No charge is added for the COUNTY Epidemiologist's salary or the cost to
COUNTY to administer the contact. In addition, it is estimated that the
COUNTY Database System Administrator spends approximately 35% of her
time on this project. Therefore, the COUNTY will not be added to Exhibit 1
for inclusion in the cost allocation to all CONTRACTORS.
2. COUNTY will establish the process to address the billing/payment system
as follows:
i. CONTRACTOR will be billed semi-annually or via arrangement
approved by the COUNTY.
ii. Dollar amount shall not exceed $1,672.69 for this period.
Deschutes County Health Dept #0809022 3
5. TERMINATION This agreement may be terminated by either party upon thirty (30) day's
written notice.
6. INDEMNIFICATION Subject to the conditions and limitations of the Oregon Constitution
and the Oregon Tort Claims Act, ORS 30.260 through 30.300, County shall indemnify, defend
and hold harmless Deschutes County Health Department from and against all liability, loss and
costs arising out of or resulting from the acts of County, its officers, employees and agents in
the performance of this agreement. Subject to the conditions and limitations of the Oregon
Constitution and the Oregon Tort Claims Act, ORS 30.260 through 30.300 CONTRACTOR
shall indemnify, defend and hold harmless County from and against all liability, loss and costs
arising out of or resulting from the acts of CONTRACTOR, its officers, employees and agents
in the performance of this agreement.
7. INSURANCE Each party shall each be responsible for providing worker's compensation
insurance as required by law. Neither party shall be required to provide or show proof of any
other insurance coverage.
8. ADHERENCE TO LAW Each party shall comply with all federal, state and local laws and
ordinances applicable to this agreement.
9. NON-DISCRIMINATION Each party shall comply with all requirements of federal and state
civil rights and rehabilitation statutes and local non-discrimination ordinances.
10. ACCESS TO RECORDS Each party shall have access to the books, documents and other
records of the other which are related to this agreement for the purpose of examination,
copying and audit, unless otherwise limited by law.
11. SUBCONTRACTS AND ASSIGNMENT Neither party will subcontract or assign any part
of this agreement without the written consent of the other party.
12. THIS IS THE ENTIRE AGREEMENT This Agreement constitutes the entire Agreement
between the parties. This Agreement may be modified or amended only by the written
agreement of the parties.
Deschutes County Health Dept #0809022
4
MULTNOMAH COUNTY, OREGON: CONTRACTOR:
Signature: RA)
Name: S11alfO1"l DP MES
Please Print
Approved: Title: Ft b(2Kf -&R.Ivf-} g
Department Director or Designee G S iisna� P�crq
Date: Date: C7 /r? L 900�
AGNES SOWLE, COUNTY ATTORNEY Approved as to form:
FOR MULTNOMAH COUNTY
By: J.W 5/5/08 By:
Assistant County Attorney
Date Date
DATED this Day of 2008.
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
DENNIS R. LUKE, Chair
TAMMY (BANEY) MELTON, V ice Chait
MICHAEL M. DALY, Commissioner
ATTEST:
Recording Secretary
Deschutes County Health Dept #0809022 5
Cost of DB
$26,148.00
Indirect
8.37%
Total
$28,336.59
1
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FY09 CD Database Costs for IGAs
Draft - Includes Sr. Dev Analyst Costs
04/03/2008
EXHIBIT #1
Count
Population 07/0112007*
% to TTL
Population
DB Cost
Share
(Fixed - $125
Minimum)
% to TTL
DB Cost
Benton
81,428
3.12%
$ 884.28
3.14%
Clackamas
376,251
14.42%
$ 4,085.95
14.70%
Clatsop
37,364
• '1.43%
$ 405.76
1.47%
Columbia
48,996
1.88%
$ 532.08
1.92%
Crook
22,906
0.88%
$ 248.75
0.88%
Curry
21,767
0,83%
$ 236.38
0.89%
Deschutes
154,028
5.90%
$ 1,672.69
5.64%
Douglas
104,119
3.99%
$ 1,130.69
4.16%
'Hood River
21,296
0.82%
$ 231.27
0.85%
1 Jackson
199,295
7.64%
$ 2,164.27
7.79%
Jefferson
20,687
0.79%
$ 224.65
0.80%
' Klamath
66,512
2.55%
$ 722.30
2.64%
1 Lake
7,277
0.28%
$ 79.03
0.29%
i Lane
343,591
13.17%
$ 3,731.27
13.37%
i Lincoln
45,866
1.76%
$ 498.09
. 1.84%
3 Marion
311,449
11.94%
$ 3,382.22
12.18%
' Polk
75,265
2.88%
$ 817.35
2.80%
3 Tillamook
25,038
0.96%
$ 271.90
1.01%
Wasco**
27,129
1.04%
$ 294.61
1.01%
Washington
522,514
20.02%
$ 5,674.31
19.94%
I Yamhill
96,573
3.70%
$ 1,048.75
3.68%
Total
2,609,351
100.00%
$ 28,336.59
100.00%
* httt ://www.census.gov/oopesticounties/tables/CO-EST2007-POPCHG2000 2007-41
** also Includes CD invesigation for Sherman and Gilliam Counties