HomeMy WebLinkAboutbocc.con.273.20 - BOCCSTATE OF COLORADO
Department of Public Health & Environment
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ORDER *****IMPORTANT*****
Number:PO,FHJA,202100009977 The order number and line number must appear on all
invoices, packing slips, cartons, and correspondence.Date:3/5/21
Description:
Pitkin County Public Health- 5 Star Program
BILL TO
OEPR-COVID, A-2
4300 Cherry Creek Drive South
Denver, CO 80246
Effective Date:03/05/21
Expiration Date:06/30/21
BUYER SHIP TO
Buyer:OEPR-COVID, A-2
4300 Cherry Creek Drive South
Denver, CO 80246
Email:
VENDOR
PITKIN COUNTY
Public Health
0405 Castle Creek Road
Aspen, CO 81611 SHIPPING INSTRUCTIONS
Delivery/Install Date:-
FOB:FOB Dest, Freight PrepaidContact:EFT Remit
Phone:970-920-5170
VENDOR INSTRUCTIONS
EXTENDED DESCRIPTION
This purchase order shall not exceed $50,000.
Line Item Commodity/Item Code UOM QTY Unit Cost Total Cost MSDS Req.
1 G1000 0 0.00 $50,000.00 ¨
Description:Pitkin County Public Health- 5 Star Program
Service From:03/05/21 Service To:06/30/21
TERMS AND CONDITIONS
https://www.colorado.gov/osc/purchase-order-terms-conditions
DOCUMENT TOTAL =$50,000.00
Contract No. 273.2020
STATEMENT OF WORK
I.Project Description:
This project serves to implement the 5 Star State Certification Program. This program consists of funding
counties so they may conduct the 5 star program throughout their jurisdiction. The 5 Star State
Certification Program serves to support businesses that are implementing all COVID-19 safety measures by
certifying them and allowing them to open at increased capacity and allowances.
II.Definitions:
1.CDPHE- Colorado Department of Public Health and Environment.
2.ICU - Intensive care unit
3.LPHA - Local Public Health Agency
4.Mid-Point - The mid-point of the Purchase Order is calculated as the middle date between the Purchase
Order Execution by CDPHE and June 30, 2021. Example: If the Purchase Order was executed on February
28, 2021 the Purchase Order would be for 122 days in total. In this example the Mid-Point would be 61
days or April 30, 2021.
5.RETAC - Regional Emergency Medical and Trauma Advisory Council
III.Work Plan
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Ver. 01.11.19
Goal #1: To limit the spread of COVID-19 throughout Colorado.
Objective #1: No later than the expiration date of the contract, implement the 5 Star State Certification Program.
Primary Activity #1
The Contractor shall form an Administrative Committee.
Sub-Activities #1
1.If the county does not already have a 5 Star State Certification implementation plan,
the Administrative Committee shall develop a 5 Star State Certification Program
implementation plan.
2.The Administrative Committee shall implement the 5 Star State Certification Program
based on their implementation plan.
Primary Activity #2
The Administrative Committee shall prepare reports.
Sub-Activities #2
1.Status Reports:
a.Administrative Committees with current 5 Star State Certification, shall
prepare a weekly status report per the 5 Star State Certification requirements
b.Administrative Committees that are not yet approved for the 5 Star State
Certification and are in the planning stage shall submit a monthly report
2.The Administrative Committee shall prepare a mid-funding financial report.
3.The Administrative Committee shall prepare a final funding financial report.
Standards and
Requirements
1.The content of electronic documents located on CDPHE and non-CDPHE websites
and information contained on CDPHE and non-CDPHE websites may be updated
periodically during the contract term. Administrative Committee shall monitor
documents and website content for updates and comply with all updates.
2.The Administrative Committee must include the LPHA because they are the agency
that has jurisdiction over development, compliance, and enforcement of public health
orders, but the LPHA should not be primarily responsible for the administration or
coordination of the committee.
3.The Administrative Committee should include other partners like the local Chamber
of Commerce, nonprofits, local elected leaders, and industry association members. In
addition, members of the community at large should be a part of the administrative
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committee. Any of these entities may host, fund, or provide the day-to-day operations
of the administrative committee, so long as the LPHA is a participating member.
4.The 5 Star State Certification Program implementation plan shall include at a
minimum:
a.A process for certifying business
b.A process for conducting compliance checks
c.A process for responding to complaints from the public
5.The weekly status report shall include the following:
a.New certifications granted
b.Business that receive warnings
c.Businesses whose certifications are revoked
d.Number of compliance checks performed
e.Any additional reporting requirements outlined in the 5 Star approval letter
6.The weekly status report shall be sent to CDPHE and the Administrative Committee’s
LPHA. CDPHE and the LPHA shall be emailed the report in the same email.
7.The Administrative Committee shall monitor the 5 Star State Certification Program
webpage for any updates related to this program. This webpage is incorporated and
made a part of this contract by reference and is available at the following website:
https://covid19.colorado.gov/five-star-certification
8.A business may only receive one (1) warning. If non-compliance continues after a
single warning, the certification of the business must be revoked. If the Administrative
Committee does not enforce this, CDPHE will remove its approval of the
Administrative Committee.
9.CDPHE may remove approval of the Administrative Committee at any time if they do
not conduct effective compliance and enforcement. CDPHE will remove approval
through a formal notification process that includes providing a letter to the
Administrative Committee, County Commissioners and LPHA. The Administrative
Committee will be required to notify all businesses within 24-hours of CDPHE
notification via email and will be required to carbon copy CDPHE on all
correspondences.
10.The Administrative Committee shall reference the Benefit for Certified Businesses
chart for capacity levels found in the COVID-19 5 Star State Certification Program
program policy framework document. This document is incorporated and made a part
of this contract by reference and is available at the following website:
https://drive.google.com/file/d/1TDw0BrGTAb4wC9_wB0QG0qzP7MIpNvQt/view
11.The Administrative Committee shall reference the sector specific guidelines during
review and enforcement:
a.General businesses
b.Gyms & fitness
c.Restaurants
d.Personal services
e.Indoor events
12.The Administrative Committee shall reference the ventilation guidance during review
and enforcement:. This document is incorporated and made a part of this contract by
reference and is available at the following website:
https://drive.google.com/file/d/1oNUhQx2CCwSsMrbSklOreAN1Yjp62sYd/view
13.If a county experiences seven (7) days of increasing cases, percent positivity or
hospitalizations, then the program may be suspended. Suspension automatically
occurs if the region reaches more than 90% of their county’sRETAC ICU hospital
capacity. If a county is in mitigation, or a stricter local public health order in lieu of
moving on the dial, all businesses must follow the dial level of their county and are
not eligible for capacity increases during that period.
14.The Contractor shall use the CDPHE provided financial reporting template for the
mid-funding financial report and the final funding financial report.
15.If CDPHE requests, the Administrative Committee shall provide documentation of
expenses in the financial reports.
IV.Additional Provisions
The following terms and conditions are in addition to the standard purchase order terms and
conditions and are to be read and interpreted in conjunction with the provisions of the purchase
order. Wherever used in the following provisions, “Contractor” and “Vendor” shall have the same
meaning. Contractor and/or Vendor – any party to which a Purchase Order is issued.
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16.CDPHE will provide the mid-funding financial report template no later than thirty
(30) days after contract execution.
17.CDPHE will provide the final funding financial report template no later than thirty
(30) days before the end of the contract.
Expected Results of
Activity(s)
1.Certification of business that are implementing all COVID-19 safety measures and
allowing them to open at increased capacity and allowances
Measurement of Expected
Results
1.Number of businesses certified.
2.Number of complaints received.
3.Number of compliance checks performed.
4.Number of warnings issued.
5.Number of certifications revoked.
Completion Date
Deliverables
1.Once a program is certified by CDPHE for the 5 Star State
Certification Program, the Administrative Committee shall
submit weekly status reports via email to the CDPHE
Program Coordinator at
cdphe_5starprogram@state.co.us.
No later than close of
business on
Wednesdays.
2.The Contractor (for Contractors not currently certified in
the 5 Star State Certification Program) shall submit the
monthly programmatic report, using a template provided
by CDPHE, via email to the CDPHE Contract Monitor at
cdphe_5starprogram@state.co.us.
No later than close of
business on 2nd
Tuesday of each month.
3.The Contractor shall send the final implementation plan to
implement the 5-Star Certification Program (for
Contractors not currently certified in the 5 Star State
Certification Program). The implementation plan shall be
emailed to: cdphe_5starprogram@state.co.us.
No later than the
mid-point between
Purchase Order
Execution and June 30,
2021.
4.The Contractor shall attend one (1)phone call scheduled
with CDPHE staff.
No later than 1 month
after Purchase Order
completion
5.The Contractor shall attend one (1)phone call scheduled
with CDPHE staff.
No later than the
mid-point between
Purchase Order
Execution and June 30,
2021
6.The Administrative Committee shall submit the final
funding financial report via email to the CDPHE Contract
Monitor at cdphe_contractmonitoring@state.co.us
No later than close of
business on June 30,
2021
A.ADDITIONAL PROVISIONS -- Invoicing
The first payment (50%) of the Purchase Order shall be disbursed to the Contractor up-front upon
Purchase Order creation. Two additional payments, each 25% of the remaining funds, require the
Contractor to follow the invoicing provisions specified.
To receive compensation under the Purchase Order, the Contractor shall submit a signed CDPHE
Financial Reporting Form. This form is accessible from the
at:https://docs.google.com/spreadsheets/d/1MQYQRlYpMDckTqVJIq7z7VetX20fjRemcYkdI7h8HwU/e
dit?usp=sharing and is incorporated and made part of this SOW by reference. CDPHE will provide
technical assistance in accessing and completing the form. The CDPHE Reimbursement Invoice Form and
Expenditure Details page must be submitted upon the terms in the SOW deliverables section.
Expenditures shall be in accordance with the Statement of Work and Budget. The Financial Reporting
Form shall be accompanied by documentation consistent with the guidance in the Invoice Document
Checklist: https://drive.google.com/file/d/1pvw-j-Cw8ze-X1ULlmqQz4IFGjKKISbW/view?usp=sharing
1. Scan the completed and signed CDPHE Financial Reporting Form and supporting documentation to an
electronic document. Email the scanned Financial Reporting Form page and supporting documentation to:
cdphe_contractmonitoring@state.co.us
Final billings under the Purchase Order must be received by the State within a reasonable time after the
expiration or termination of the Purchase Order; but in any event no later than forty-five (45) calendar
days from the effective expiration or termination date of the Purchase Order.
Unless otherwise provided for in the Purchase Order, “Local Match”, if any, shall be included on all
invoices as required by funding source.
The Contractor shall not use federal funds to satisfy federal cost sharing and matching requirements unless
approved in writing by the appropriate federal agency.
B.These Provisions together with the Purchase Order constitute the entire agreement between the
parties, and supersedes all prior proposals, agreements or other communications between the parties.
V.Monitoring:
CDPHE’s monitoring of this contract for compliance with performance requirements will be conducted
throughout the contract period by the CDPHE Contract Monitor. Methods used will include a review of
documentation determined by CDPHE to be reflective of performance to include progress reports and other
fiscal and programmatic documentation as applicable. The Administrative Committee’s performance will
be evaluated at set intervals and communicated to the Administrative Committee. A Final Contractor
Performance Evaluation will be conducted at the end of the life of the contract.
VI.Resolution of Non-Compliance:
The Contractor will be notified in writing within (5) calendar days of discovery of a compliance issue.
Within (10) calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to
determine the action(s) necessary to rectify the compliance issue and determine when the action(s) must be
completed. The action(s) and timeline for completion will be documented in writing and agreed to by both
parties. If extenuating circumstances arise that requires an extension to the timeline, the Contractor must
email a request to the CDPHE Contract Monitor and receive approval for a new due date. The State will
oversee the completion/implementation of the action(s) to ensure timelines are met and the issue(s) is
resolved. If the Contractor demonstrates inaction or disregard for the agreed upon compliance resolution
plan, the State may exercise its rights under the Terms and Conditions of this Purchase Order.
VII.Attestation:
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The Vendor agrees to perform services in accordance with the terms and conditions of the Purchase Order
to include Statement of Work and Budget.
______________________________________________________________________________
Contractor Name (Print) and Title
______________________________________________________________________________
Contractor Signature
_________________________________
Date
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Jordana Sabella, Interim Public Health Director
Mar-09-2021