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Agreement #124828
THIRD AMENDMENT TO DEPARTMENT OF HUMAN SERVICES
2008-2009 INTERGOVERNMENTAL AGREEMENT FOR THE
FINANCING OF PUBLIC HEALTH SERVICES
This Third Amendment to Department of Human Services 2008-2009 Intergovernmental
Agreement for the Financing of Public Health Services, effective July 1, 2008 (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 Human Services
(“LPHA”), the entity designated, pursuant to ORS 431.375(2), as the Local Public Health Authority for
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:
a. Program Element #01: State Support for Public Health (SSPH) is hereby amended as
follows: (language to be deleted or replaced is struck through ; new language is underlined
and bold .)
“4. Reporting Requirements. LPHA must complete and submit to Department, no
later than August 25, 2007 August 25, 2009 , an Oregon Department of Human
Services Public Health Division Expenditure and Revenue Report with respect to
LPHA’s expenditure of the funds provided under this Agreement for SSPH.”
b. Program Element #12: Public Health Emergency Preparedness Program is hereby
deleted and replaced in its entirety by the revised Program Element #12 set forth in Exhibit
1 “Program Element Descriptions” to this Amendment, attached hereto and incorporated
therein the Agreement by this reference.
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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superseded and replaced in its entirety by Exhibit 2 attached hereto and incorporated herein by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.
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.
T HE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLA NK
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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
(D EPARTMENT )
By:
Name: William J. Coulombe
Title: Deputy Public Health Director
Date:
DESCHUTES COUNTY ACTING BY AND THROUGH ITS DESCHUTES COUNTY HUMAN SERVICES
(LPHA)
By:
Name:
Title:
Date:
DEPARTMENT OF JUSTICE – APPROVED FOR LEGAL SUFFICIENCY
Exempt from legal sufficiency review and approval per DOJ Class Exemption letter from Stephanie
Smythe, Senior Assistant Attorney General, re: 2008-2009 Intergovernmental Agreement for the Financing of
Public Health Services; DOJ File No. 100007-GT0186-08 (July 7, 2008)
REVIEWED :
DEPARTMENT OF HUMAN SERVICES , PUBLIC HEALTH DIVISION
By:
Name: Matthew C. Groves
Title: Program Support Manager
Date:
DEPARTMENT OF HUMAN SERVICES , OFFICE OF CONTRACTS & PROCUREMENT
By:
Name: Phillip G. McCoy, OPBC
Title: Contract Specialist
Date:
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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, to
operate a Public Health Emergency Preparedness Program (“PHEP Program”) to respond to
public health emergencies. The functions and responsibilities of this PHEP Program shall be
detailed in the local emergency response plans of the local emergency management agency
within the governmental jurisdiction. This PHEP program shall address public health
mitigation, preparedness, response and recovery phases of emergency response through plan
development, exercise and plan revision.
2. Definitions Specific to PHEP Programs.
a. Annual Review: The evaluation of an LPHA’s Public Health Emergency Preparedness
and Response materials, products, plans, and activities conducted by a team of state and
local preparedness staff using instruments developed by Department with collaboration and
consultation with the Conference of Local Health Officials. The materials, products, plans
and documentation of activities, to be reviewed, are identified for 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.
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i. Hazard and Vulnerability Analysis or 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. The
public health hazards should be included the county HVA.
j. Health Alert Network or 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
Health Alert Network 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.
k. 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.
l. Homeland Security Exercise and Evaluation Program (HSEEP) : The Homeland
Security Exercise and Evaluation Program is a capabilities and performance-based exercise
program that provides a standardized policy, methodology, and language for designing,
developing, conducting, and evaluating all exercise.
m. 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.
n. The Learning Center or 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.
o. Mass: A large, but non-specific amount or number.
p. National Incident Management System or 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
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q. NIMS IS-700 Training: A training course on the Incident Command System Standard,
developed by the Federal Emergency Management Agency (FEMA) and described at:
http://www.training.fema.gov/EMIWeb/IS/IS700.asp
r. NIMS IS-800 Training: This course introduces the National Response Framework (NRF).
It is intended for DHS and other Federal staff responsible for implementing the NRF, and
Tribal, State, local and private sector emergency management professionals.
http://training.fema.gov/EMIWeb/IS/is800a.asp
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. 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),
vaccines, Federal buying power, and Federal Medical Stations.
3. Procedural and Operational Requirements. All of LPHA’s PHEP Program 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 shall
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. Non-Federal Match . To prepare for and support the federal requirement to identify and
document non-federal matching funds for preparedness activities, LPHA shall assist the
Department in the development of a LPHA financial match tracking tool that identifies non-
federal matching funds that support LPHA preparedness activities. Tool development
assistance could be, but is not limited to participation on conference calls or providing
department with written comments on draft tracking documents. The LPHA match tracking
tool shall be implemented in a pilot program beginning January 1, 2009 through June 30,
2009 to identify and track LPHA non federal funds that support preparedness activities.
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Implementation includes reporting by name, position, activity and cost of LPHA non-
federal contributions to preparedness activities. Reports are due on May 1, 2009 for the
period January 1 through March 30, 2009 and August 1, 2009 for the period April 1-June
30, 2009. This pilot implementation program shall serve as a training and tool refinement
period.
d. Public Health Preparedness Coordinator. LPHA shall identify a Public Health
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
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.
e. 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 2009. All reviews are to be completed
no later than August 31, 2009
f. 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, and this Program Element, the LPHA shall
maintain emergency preparedness procedures as a component of its
jurisdictional Emergency Operations Plan. All LPHA emergency procedures
shall comply with the National Incident Management System. The emergency
preparedness procedures shall include each of the components 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.
(I.) LPHA ESF 8/Health and Medical
(II.) LPHA All Hazard Public Health Vulnerability Assessment (HVA)
(III.) LPHA Emergency Communication
(IV.) LPHA Strategic National Stockpile, Point of Dispensing
(V.) LPHA Pandemic Influenza
(VI.) LPHA Chemical Event Response
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(VII.) LPHA Natural Disaster Response
(VIII.) LPHA Radiation Event Response
(IX.) LPHA will either directly develop and coordinate or support the
development and coordination of the jurisdiction’s Behavioral Health
components
(X.) LPHA United States Postal Service Bio Detection Systems (for jurisdictions
having the USPS BDS systems)
(XI.) LPHA will actively participate in the state Logistics Workgroup and assist in
the ongoing development of the ESF 8/Health and Medical Logistic System.
This work includes providing input and feedback on asset inventory,
resource request forms and procedures and ensuring the Logistics System is
integrated with LPHA emergency planning, including the development of
appropriate Standard Operating Procedures, as well as county emergency
management systems.
(B.) 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.
ii. Monitoring: LPHA shall provide to Department, at the Annual Review of LPHA’s
PHEP Program, the plans described in subsection 3.d.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.
g. Community Engagement
i. LPHA should build upon community engagement activities to educate community
partners and the public about the LPHA’s Pandemic Influenza Plan. 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 the state community disease control
measures 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
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regional planning meetings, review and comment on planning documents and other
material support as needed for plan completion.
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
dispensing 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 LPHA, the state and tribal public health emergency 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;
ix. implementing public health measures including, quarantine and restriction of
movement; and
x. Using paid and volunteer staff to increase capacity for investigating cases and contacts.
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.
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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
Health Alert Network.
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. LPHA shall conduct independent internal testing of both 24/7 response systems
(switchboard and 24/7) and document the date of test and time elapsed from receipt of
initial call to disposition of call by a qualified worker. These communications test may
occur within the scope of a functional or full scale exercise, but shall be documented.
vi. Demonstrated capability to notify primary, secondary, and tertiary staff to cover all
incident management functional roles during a complex incident as local plans call for.
vii. 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.
j. Health Alert Network (HAN).
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.
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(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. The LPHA shall designate a local HAN Administrator (s) to maintain the local HAN
user and role directory and issues related to user profiles and role-based groups (LPHA
staff grouped by position title or job responsibilities) in the HAN system for LPHA staff
with responsibilities for response to Communicable Disease or public health
emergencies. LPHA shall submit the names of these local HAN coordinators to the
State HAN Administrator or PHEP Liaison and notify of changes within 7 working
days. Additionally, changes in LPHA staffing or contact information shall be reflected
in system user profiles within 7 days of the change. LPHA may elect to add additional
local staff within HAN to pre-established roles with permission from the State HAN
Administrator using the State HAN account request system. Beginning July 1, 2008
LPHA shall conduct internal tests of the HAN Call Down system two times to verify
LPHA’s ability to alert its staff with emergency response roles, of public health
emergencies. LPHA shall record results of such testing, including date and time of test
and interval between alert notification and 90% complete response. The call down
sender should follow up with users unfamiliar with receiving test messages and forward
new and returning users to weekly trainings. These bi-annual notification exercises may
be conducted within the scope of a functional or full scale exercise.
iii. 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.
iv. LPHA Local HAN Administrator (s) shall post, publish and update plans and maintain
the local and County HAN document library folders.
v. LPHA Local HAN Administrator (s) shall perform general administration for all local
implementation of the HAN system in their respective counties as specified in “ Health
Alert Network Operating Guide, Attachment V: Administrator Roles and
Responsibilities” available on HAN.
vi. 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
vii. 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.
i. LPHA shall develop and conduct an exercise program that tests LPHA’s all hazard
emergency response plans. As further described below, the program shall include
exercises that involve LPHA’s administration, the local jurisdiction’s emergency
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management and other emergency response partners.
ii. 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.
iii. All exercises shall follow the Homeland Security Exercise and Evaluation Program
standards (HSEEP). At a minimum an after action report (AAR), improvement plan,
Exercise Evaluation Guides (EEG) and HSEEP format of exercise design as required
for the type of exercise being developed.
iv. Real life disease outbreaks or other public health emergencies requiring a LPHA
response shall be, upon Department’s approval, used to satisfy exercise requirements.
Procedures for LPHA command and control shall be used to manage a response to an
actual real life Communicable Disease or public health emergency event, all forms
(incident action plan) and structures shall be NIMS-compliant and provided to the
Department for review within 45 days of the end of the event.
v. Documentation of the required exercises shall be provided to Department in connection
with the Annual Review of LPHA’s PHEP Program.
vi. At a minimum, LPHA shall, before June 30, 2009, develop and satisfactorily execute
public health preparedness exercises using the scenarios described below. Exercises
shall be selected by the LPHA in collaboration with the county emergency management
agency and are limited to the options described below.
One seminar or workshop orienting LPHA participants and other partners to
public health emergency response plans to be exercised in the coming year,
or …
One Tabletop exercise testing at least two of the Public Health Components
listed below.
AND
Other Required exercise selected from either option below.
Option One: One Functional Exercise , the exercise shall test two Public
Health Components from the list below using the appropriate LPHA
response plan.
Option Two: One Full-Scale Exercise testing at least two of the Public
Health Components from the list below using the appropriate LPHA
response plan:
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Scenarios :
· Pandemic Influenza
· BioDetection System Alert
· Chemical
· Natural Disaster-selected by LPHA based on LPHA Public Health Hazard
and Vulnerability Analysis
Public Health Components:
· Procedures to conduct isolation and quarantine measures in LPHA area
· Procedures to distribute medications in LPHA area (POD)
· Procedures to notify and alert key stakeholders using HAN
· Procedures for antiviral distribution.
· Procedures to implement vulnerable population sheltering, limited to
establishing shelter for people with medical conditions that exclude them
from general population shelters.
· Procedures for public information dissemination in LPHA area
· Procedures for health resource requests and tracking resources in LPHA area
· Procedures for conducting post event health surveillance in LPHA area
· Procedures for establishing and conducting LPHA command and control in
coordination with LPHA county emergency management agency
· Procedure to test a critical component of the LPHA’s choice (i.e.
communications w/ healthcare partners, mobilization to POD sites, testing Go
Kits when mobilizing, testing of 1-800 hotline, Just-in-time training for
volunteers, etc.).
l. Mutual Aid Procedures.
i. LPHA shall draft a standard operating procedure for accessing its existing Mutual Aid
agreements and determining when LPHA has expended, or will imminently expend, its
local resources in responding to a public health emergency. This procedure shall
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.
m. Public Information and Notification
i. 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.
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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 July 30, 2009. LPHA shall establish a user
profile for the public information officer in the Health Alert Network and system, and
inform Department of any changes in staffing for this position within 7 days of the
staffing change. 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 in establishing and developing a
database of identified communities with special communication needs shall be
provided. Documentation may consist of meeting minutes, copies of emails, or
telephone/conference call notes related to statewide public information planning or a
printed copy of the database.
n. 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
the LPHA statutory responsibility to take measures to control communicable disease in
accordance with applicable law. The Conference of Local Health Officials Minimum
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. The following descriptions identify who should take the
required courses for NIMS and HSEEP compliance.
(A.) ICS-100: Introduction to ICS
Entry-level first responders (including firefighters, police officers, emergency
medical services providers, public works on-scene personnel, public health
on-scene personnel, and other emergency responders) and other emergency
personnel that require an introduction to the basic components of the ICS
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(B.) ICS-200: Basic ICS
First line supervisors, single resource leaders, lead dispatchers, field supervisors,
company officers, and entry-level positions (trainees) on Incident Management
Teams and other emergency personnel that require a higher level of ICS
training.
(C.) ICS-300: Intermediate ICS
Middle management, strike team leaders, task force leaders, unit leaders,
division/group supervisors, branch directors, and Multi-Agency Coordination
System/Emergency Operations Center staff.
(D.) ICS-400: Advanced ICS
The NIMS Integration Center, DHS/FEMA National Standard Curriculum
Training Development Guidance, October 15, 2005. Command and general
staff, agency administrators, department heads, emergency managers, areas
commander, and Multi-Agency Coordination System/Emergency Operations
Center managers
(E.) IS-700 National Incident Management System (NIMS): An Introduction. An
online course viewable at : http://www.training.fema.gov/EMIWeb/IS/is700.asp ,
All personnel with a direct role in emergency management/response shall
complete NIMS IS-700
(F.) IS-800 National Response Framework (NRF) An Introduction. An online course
viewable at: http://www.training.fema.gov/emiweb/IS/is800a.asp . All personnel
whose primary responsibility is emergency management shall complete this
training.
(G.) IS-120 HSEEP Introduction to Exercises. An online course viewable at:
http://209.176.175.84/hseep2/IS120/login.asp . Personnel with the responsibility
for exercise program management and/or serve as a member of an exercise
planning team shall complete this training.
iii. LPHA shall identify public health staff with emergency response roles and document
that responsibility in their job description. The LPHA shall identify public health
emergency response staff that has received hazardous materials or other worker safety
training.
iv. 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
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v. 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.
vi. All local Health Alert Network users assigned either a collaborator or administrator
license are required to complete, either a classroom or online course called Health Alert
Network 201/301. This course is viewable at:
https://www.oregonhan.org/login/hantraining.cfm ; attendees should enroll using the
DHS Learning Center. The five hour class is offered once a month as a classroom or
online course.
vii. All local HAN users (required and optional) are required to attend HAN 101 online or
via online teleconference webinar, one hour.
viii. LPHA shall enroll new staff with emergency response roles as users in the Learning
Center within 30 days of hire. LPHA shall maintain training records for all local public
health staff with emergency response roles. LPHA shall update user records with public
health preparedness courses not offered by the Department.
ix. LPHA may use funds from this agreement to support preparedness staff to attend state
provided workshops/seminars and or table top exercises developed around state level
plans and procedures.
x. Monitoring: In connection with the Annual Review of LPHA’s PHEP Program, LPHA
shall make available for review its training program, which shall include number of
public health responders that have received hazardous-material, other worker-safety and
NIMS training.
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
a. Narrative Report (Twice Annually).
i. 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 January 15,
2009. 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 ESF 8/Health and Medical
Annex, Emergency Communications, Strategic National Stockpile, Pandemic
Influenza, and Chemical Event Response components of LPHA’s Emergency
Operations Plan.
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(B.) LPHA’s progress on integrating planning and communication with county
general emergency management.
(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 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.
(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.) A description of how NIMS-compliant ICS forms have been integrated into
LPHA’s Emergency Operations Plan.
(I.) A description of LPHA’s efforts to maintain accurate staff and contact
information in the Health Alert Network, and the Learning Management System.
(J.) A description of the mechanisms and results of internal testing of the public and
non-public LPHA 24/7 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, 2009 to the
Department. Completion of the TAR includes providing necessary supporting
documentation and references.
b. General Budget and Expense Reporting. Using the budget template set forth in
Attachment 1 (and available for download from the Health Alert Network document library
at : https://oregonhealthnetwork.org/ORHealthNetworkRM / GateStart.aspx ) attached hereto and incorporated
herein by this reference, LPHA shall provide to Department by October 31, 2008, a budget
using actual award amounts, detailing LPHA’s expected costs to operate its PHEP Program
during the period of July 1, 2008, through June 30, 2009. LPHA shall submit to
Department by January 15, 2009 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 (and available for download from the Health Alert Network document library
at: https://www.oregonhan.org/login.login.cfm ), 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 1, 2009 the actual expense-to-budget report for the period of
July 1, 2008 through June 30, 2009.
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5. Other Reports.
The LPHA shall provide such other reports on LPHA’s PHEP Program 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, 2009, 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, 2009 (if this requirement has not be satisfied previously).
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.
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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.
c. Health Alert Network.
i. At least 98% of LPHA staff with responsibilities for public health emergency response
has accurate user profiles in the Health Alert Network.
ii. At least 90% of LPHA staff with responsibilities for public health emergency response
receives test or actual notifications/alerts using Health Alert Network.
iii. All staff on the Secure Health Alert Network system is required to participate in 6
annual state and local call down tests and are required to keep both an updated system
and alerting profile.
d. Exercises.
i. LPHA has plans for and satisfactorily conducts, by June 30, 2009, at least one tabletop
or workshop/seminar; and exercises described in either Option One or Option Two.
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.
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ATTACHMENT 1
TO PROGRAM ELEMENT #12
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ATTACHMENT 2
TO PROGRAM ELEMENT #12
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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 on page 2.
3. Fax the signed form no later than COB September 26, 2008 to 971-673-1307 Attention: Katie McLellan
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 participate.
!! 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 (Check only 1): {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}
Ship to Address: (Organization) _________________________________________
(ATTN – name): _________________________________________
Address –line 1: _________________________________________
Address: -line 2: _________________________________________
City, State, Zip: _________________________________________
By signing below, my agency agrees to the terms listed on page 2 below. The individual(s) in the preparedness coordinator role in Oregon HAN will keep updated
profiles and act as the single point of contact for the state and partners regardless of how my organization chooses to assign and deploy its phone(s).
Signature:___________________________________________ Date:__________________________
Name & Title:____________________________________________________________________________
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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 (FOUO) 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 to 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. Lack 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, without 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 HAN 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 as 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) regardless 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 phone 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.
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EXHIBIT 2
FINANCIAL ASSISTANCE AWARD
State of Oregon Page 1 of 3
Department of Human Services
Public Health Services
1) Grantee 2) Issue Date This Action
Name: Deschutes County Health Dept. September 22, 2008 AMENDMENT
FY2009
Street: 2577 N. E. Courtney 3) Award Period
City: Bend From July 1, 2008 Through June 30, 2009
State: OR Zip Code: 97701
4) DHS Public Health Funds Approved
Previous Increase/ Grant
Program Award (Decrease) Award
184,671 0 184,671
1,358 0 1,358
27,747 0 27,747
68,776 0 68,776
22,854 0 22,854
21,953 8,500 30,453
25,470 0 25,470
( a ) ( b )
106,308 13,669 119,977
( a ) ( f )
5,722 0 5,722
( a ) ( b )
113,150 0 113,150
19,500 0 19,500
( h )
PROG.
COST APPROV
g) Funds will not be shifted between categories or fund types. The same program may be funded
PROGRAM ITEM DESCRIPTION
ment with a purchase price in excess of $5,000 and a life expectancy greater than one year.
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-
i) Funding formula is based on current certified SBHC and does not reflect Phase 2 Planning Awards.
h) TROCD awards are for six months and must be spent by December 31, 2008.
by more than one fund type, however, federal funds may not be used as match for other
d) October-June grant is $408,915 and includes $81,783 minimum Nutrition Education and
$19,513 for Breastfeeding Promotion.
e) Title X funding is $114,990 ; Title V funding is $69,170
a) Preparedness and Pan Flu funds must be tracked and reported separately.
b) July-August Eighth awards must be spent by 8-8-08 and a report submitted for that period.
c) July-Sept. grant is $183,746 ; and includes $36,749 minimum Nutrition Education and $6,504
for Breastfeeding Promotion.
PE 14 Tobacco Related and other Chronic Disease
5) FOOTNOTES:
PE 12 Bioterrorism - Pan Flu / (July to August Eighth)
PE 13 Tobacco Prevention & Education
PE 01 State Support for Public Health
PE 03 TB Case Management
f) Funding is estimated. Funding will be revised when approved by CDC and C.L.H.O.
PE 11 STARS
PE 12 Bioterrorism - Preparedness / (July to August Eighth)
PE 12 Bioterrorism - Preparedness / Aug. 9th - June)
PE 08 Ryan White--Case Management
PE 08 Ryan White--Support Services
PE 07 HIV Prevention Services
HIV Prevention Block Grant Services
Ryan White Title II HIV / AIDS Services
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State of Oregon Page 2 of 3
Department of Human Services
Public Health Services
1) Grantee 2) Issue Date This Action
Name: Deschutes County Health Dept. September 22, 2008 AMENDMENT
FY2009
Street: 2577 N. E. Courtney 3) Award Period
City: Bend From July 1, 2008 Through June 30, 2009
State: OR Zip Code: 97701
4) DHS Public Health Funds Approved
Previous Increase/ Grant
Program Award (Decrease) Award
30,000 0 30,000
( k )
7,000 0 7,000
592,661 0 592,661
cdmnopq
22,960 0 22,960
( j )
184,160 39,961 224,121
( e,t )
37,626 0 37,626
( g )
16,125 0 16,125
( g )
5,602 0 5,602
( g )
10,510 0 10,510
( g )
17,618 0 17,618
60,000 150,125 210,125
( I,r,s )
2,861 0 2,861
( l )
PROG.
COST APPROV
m) $27,308 represents additional NSA as a result of the May, 2008 caseload awards.
PROGRAM ITEM DESCRIPTION
ment with a purchase price in excess of $5,000 and a life expectancy greater than one year.
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip-
o) $15764 represents one-time funding to local agencies in FFY2008.
6) Capital Outlay Requested in This Action:
t) $39,961 Is additional Title X funds to be used for increasing Family Planning Clients.
s) $120,000 Represents Planning Phase Two and must be spent by June 30, 2009.
5) FOOTNOTES:
n) $1,138 is Nutrition Education fund award to promote Farmers Market fresh fruits and vegetables.
p) $8,321 represents additional NSA from 5/1--9/30 2008 as a result of caseload awards.
q) $15,269 represents additional NSA from 10/1/08 to 6/30/09 as a result of the caseload awards.
j) $5,740 is the July-September grant; $17,220 is the October-June grant.
k) $30,000 is for 6 months and must be spent by December 31, 2008.
l) SBC-Immunization Award must be spent by 12/31/08.
r) $30,125 is the FY2008 Carryover and must be spent by June 30, 2009.
PE 40 WIC -- PEER Counseling
FAMILY HEALTH SERVICES
PE 28 Chronic Care Model Implementation
PE 39 Maternity Case Management
FAMILY HEALTH SERVICES
PE 40 Women, Infants and Children
FAMILY HEALTH SERVICES
PE 41 Family Planning Agency Grant
FAMILY HEALTH SERVICES
PE 42 MCH-TitleV -- Flexible Funds
FAMILY HEALTH SERVICES
PE 42 MCH-TitleV -- Child & Adolescent Health
FAMILY HEALTH SERVICES
PE 42 MCH/Perinatal Health -- General Fund
FAMILY HEALTH SERVICES
PE 42 MCH/Child & Adolescent Health -- General Fund
FAMILY HEALTH SERVICES
PE 42 Babies First
FAMILY HEALTH SERVICES
PE 42 School Based Health Centers
FAMILY HEALTH SERVICES
PE 42 School Based Health Centers--Immunization
FAMILY HEALTH SERVICES
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State of Oregon Page 3 of 3
Department of Human Services
Public Health Services
1) Grantee 2) Issue Date This Action
Name: Deschutes County Health Dept. September 22, 2008 AMENDMENT
FY2009
Street: 2577 N. E. Courtney 3) Award Period
City: Bend From July 1, 2008 Through June 30, 2009
State: OR Zip Code: 97701
4) DHS Public Health Funds Approved
Previous Increase/ Grant
Program Award (Decrease) Award
16,102 0 16,102
43,723 0 43,723
TOTAL 1,644,457 212,255 1,856,712
PROG.
COST APPROV
PE 42 Oregon MothersCare
FAMILY HEALTH SERVICES
PE 43 Immunization Special Payments
FAMILY HEALTH SERVICES
PROGRAM ITEM DESCRIPTION
ment with a purchase price in excess of $5,000 and a life expectancy greater than one year.
6) Capital Outlay Requested in This Action:
5) FOOTNOTES:
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip-