Agenda 02/24/2009 Item #16D10
A.genda Item No. 16D1 0
February 24, 2009
Page 1 of 20
Executive Summary
Recommendation for the Board of County Commissioners to waive the formal competitive
process and approve and authorize the Chairman to sign an agreement for $]60,000 with
the Health Planning Couucil of Southwest Florida as a sole source provider for a health
information technology project in conjunction with the Physician Led Access Network
(PLAN).
OBJECTIVE: For the Board of County Commissioners to waive formal competltlOn and
approve and authorize the Chairman to sign an agreement with the Heailh Planning Council of
Southwest Florida, Inc.
CONSIDERATIONS: The Housing and Human Services Department was reeently awarded a
Federal earmark on behalf of the Physieian Led Access Network (PLAN) in the amount of
$323,911, The Board of County Commissioners fonnally acceptcd the grant award on October
28,2008, item 16 D16. On January 13,2009, the BCC approved an agreement with Physician
Led Access Network (PLAN) of Collier County to establish a shared infornlation database to
provide for a more effeetive and efficient method of health care service for our uninsured
population.
It was determined that since PLAN, as a loeal not for profit, has limited capacity to leverage
thousands of dollars for contractual serviees, the County would proeure the necessary contractors
to implement the technieal seope of the information network.
The County met with the hospitals and clinies who will be participating in the shared infomlation
database network. The group estahlished that the following qualifieations were imperative to the
successful implementation of this projeel: familiarity and established relationships with key
partners in this projeet; background in the collection, analysis and reporting of health/patient
related data, utilization of data to drive planning and policy making for health care needs for
indigent care in SW Florida communities; and the ability to use information technology to
provide efficient and cost-effective health care.
Staff conducted an online search for data analysis/collection, health planning in southwest
Florida and also checked out health infonnation technology and found no other organization that
had the required combination of health care planning, business and infonnation technology skills
and knowledge. After much research, staff determined that the Health Planning Council of
Southwest Florida, Inc. (HPC) is the only local organization that meets all of our requirements to
implement the health infonnation technology project in conjunction with PLAN.
HPC was authorized by Florida Statute in 1982 to plan for the health care needs of the
residents of seven counties
Charlotte, Collier, DeSoto, Glades, Hendry, Lee and
_.
Sarasota. The responsibility for planning for effieient, cost-effective health systems is
shared with the Florida Department of Health (DOH), the Agency for Health Care
Administrative (AHCA), and a statewide network of II local health planning councils.
!\aendEi item r~o. 'i6D10
~ Ff~rJru;-lry 24,2009
Pa;;8 2 of 20
HPC facilitated the strategic planning process of the Collicr County Health Care
Consortium that lead to the development of the Physician-Lead Aceess Network (PLAN)
in Collier County.
HPC has a strong knowledge-base on the health status of Collier County as well as
neighboring counties due to annual health status profiles ereated by HPC. These profiles
include data on Maternal and Child Health, Leading Causes of Death, Behavioral Risk
Factors, Morbidity and Population Demographics.
HPC has knowledge and working relationships with all of the hospitals and nursing
homes in Collier County as ,vell as neighboring counties. HPC collects monthly
utilization data from licensed hospitals and nursing homes in the seven counties of Area 8
in aecordance with a directive from AHCA. Data is ~malyzed by facility and compares
actual numbers and rates to the previous years' data.
Executive Direetor Dr. Ed Houck has previously led staff on research and data colleetion
projects including a similar hospital emergency room study in Charlotte County, hospital
utilization data collection and analysis and an implementation for a health care delivery
system for providing a comprehensive range of medical services to patients with
HIV/AIDS.
FISCAL IMPACT: This agreement is grant funded and no general funds will be used for this
project. The funding for the grant has already been budgeted in County FY09 budget. No match
is required.
GROWTH MANAGEMENT IMPACT: There is no growth management impact due to this
request.
LEGAL CONSlDERA TIONS: This item has been reviewed and approved by the County
Attorney's Officc. This item is not quasi judicial, and as such cx partc disclosure is not
required. This item requires majority vote only. This item is lcgally sufficient for Board aetion.-
CMG
RECOMMENDATION: Reeommendation for the Board of County Commissioners to waive
the fonnal competitive process and approve and authorizc thc Chairman to sign an agrecment for
$160,000 with the Hcalth Planning Council of Southwest Florida as a sole source provider for a
health inforn1ation technology project in conjunction with thc Physician Led Access Network
(PLAN).
Prepared by: Marcy Krumbine~ Director, Housing and HUll1an Services Department
Page I of I
Agenda Item Ho. 16010
February 24, 2009
Page 3 of 20
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
16D10
Item Summary:
Recommendation for the Board of County CommiSSioners to waive the formal competitive
process and approve and authorize the Chairman to sign an agreement for $160,000 with the
Health Planning Council of Southwest Florida as a sole source provider for a health
information technology project in conjunction with the Physician Led Access Network (PLAN)
2/24/2009900.00 AM
Meeting Date:
Prepared By
Marcy Krumbine
Public Services
Director
Date
Housing & Human Services
2/10/20098:21:19 AM
Approved By
Marcy Krumbine
Director
Date
Public Services
Housing & Human Services
2/10/20098:24 AM
Approved By
Lyn Wood
Purchasing Agent
Purchasing
Date
Administrative Services
2/10/20094:15 PM
Approved By
Marla Ramsey
Public Services
Public Services Administrator
Date
Public Services Admin.
2/10/2009 5:00 PM
Approved By
Jeff Kiatzkow
Assistant County Attorney
County Attorney Office
Date
County Attorney
2/11120099:12 AM
Approved By
Colleen Greene
Assistant County Attomer
County Attorney Office
Date
County Attorney
2/13/200912:21 PM
Approved By
Steve Carnell
Purchasing/General Svcs Director
Purchasing
Date
Administrative Services
2/13/20092:33 PM
Approved By
OMS Coordinator
OMS Coordinator
Date
County Manager's Office
Office of Management & Budget
2/13/20094:04 PM
Approved By
Sherry Pryor
Management & Budget Analyst
Office of Manaaement & Budget
Date
County Manager's Office
2117/20095:46 PM
Approved By
James V. Mudd
County Manager
Date
Board of County
County Manager's Office
2/18/20099:12 AM
Ccmm:ss;onE:rs
file://C:\AgendaTest\ExDort\ I 24-Februarv%2024.%202009\ 16. %20CONSENT%20AG END... 2/1 8/2009
,!'\genci3 Item No. 15010
Febr:Jary 24.2009
Pa';Je 4 of 20
AGREEMENT
THIS AGREEMENT, made and entered into on this 24th day of February, 2009, by and
between the Health Planning Council of Southwest Florida, Inc. authorized to do
business in the State of Florida whose business address is 8961 Daniels Center Drive,
Suite 401, Fort Myers, FL 33912, ("Contractor" or "Consultant") and Collier County, a
political subdivision of the State of Florida, Collier County, Naples, ("County"):
WITNESSETH:
1. COMMENCEMENT. The contract shall be for a one (1) year period,
commencing on February 24, 2009, and terminating on February 23, 2010. In the
event that additional grant funding becomes available or the grantor extends the
grant award, the County may, at its discretion and with the consent of the
Consultant, extend the Agreement under all of the terms and conditions
contained in this Agreement for two (2) additional one (1) year periods. The
County shall give the Consultant written notice of the County's intention to
extend the Agreement term not less than ten (10) days prior to the end of the
Agreement term then in effect.
2. STATEMENT OF WORK: The Contractor shall provide services in accordance
with the scope of services of Attachment B, hereto attached and made an integral
part of this agreement. Additional related services may be provided by the
Contractor subject to the issuance of Change Orders as approved in advance by
the County. Services provided under this contract may include, but not be
limited to, the following:
a. Establish a Project Committee to guide the development of the project with
representatives from Collier County, PLAN, CHSI, Senior Friendship and
the Hospitals.
b. Create a Technical Advisory Panel (TAP) consisting of IT/ data/information
practitioners who will be the working group.
Working with the TAP, the Health Planning staff will:
c. Identify the patient level data to be transferred from the provider to PLAN.
d. Develop a procedure as to how the data will be collected and a data
collection schedule.
e. Identify the technical needs of the project, i.e. hardware and software.
f. Determine the methodology to transfer the data from the providers to
PLAN.
g. Develop the format for data analysis and reporting.
Agenda Item No, 16010
February 24.2009
Page 5 of 20
3. COMPENSATION. The County shall pay for contracted services performed on
behalf of the Health Planning Council of SW FL, Inc. for the performance of this
Agreement a total amount of One Hundred and Sixty thousand dollars,
($160,000) based on allowable expenses incurred. Payment will be made upon
receipt of a proper invoice and in compliance with Section 218.70 Florida
Statutes, otherwise known as the "Local Government Prompt Payment Act" and
a signed affidavit from the Health Planning Council of SW FL, Inc. Chief
Executive Officer, attesting that the work has been completed. Collier County
reserves the right to withhold and/ or reduce an appropriate amount of any
payments for work not performed or for unsatisfactory performance of
Contractual requirements. Payments for eligible work tasks and/ or activities
may be made directly to the provider of the service(s), as approved by the
Housing and Human Services Department, at the Contractor's request.
Deliverables are included in Attachment B and Budget is included in Attachment
C. Following are the dollar amounts to be paid for each deliverable:
Deliverables:
1. Creation of a Project Committee who will govern the work activities of the project.
Provide names of committee members and first meeting date in writing to Collier
County and PLAN. ($4,000.)
2. Creation of a Tedm.ical Advisory Panel (TAP). Provide names of committee
members and first meeting date in writing to Collier County and PLAN. ($4,000.)
3. Conduct a national survey of the status of HIT data sharing projects for the
underinsured/ uninsured regarding patient data transfer and provide a written
report to Collier County and PLAN, ($19,000.)
4. Provide a comprehensive written report to the Project Committee, Collier County,
and PLAN identifying at least two similar projects that have been implemented.
($24,000.)
5. Provide a comprehensive written report which identifies the types of patient level
data to be transferred from the providers to Collier County and PLAN. ($24,000.)
6. Determine the technical needs of the project including the hardware and software to
implement the data transfer and provide appropriate documentation to support
conclusions. ($25,000.)
7. Develop and provide written privacy protocols and a methodology regarding data
collection and reporting to Collier County and PLAN. ($18,000.)
8. Coordinate and provide written documentation for the implementation aspects of
the data transfer contingent upon the capabilities andj or development of the
software acceptable to the providers, PLAN and approved by Collier County.
($30,000.)
9. Final payment in the amount of $10,000 will be withheld pending completion of aU
deliverables. ($10,000.)
;
i'
Tota] is not to exceed $160,000.00.
2
/\genda Item f\Jo. 160 i 0
February 24, 2009
Page 6 of 20
4. The County and U.S. Department of Health and Human Services, Health
Resources and Services Administration have agreed that these funds will only be
used to fund projects that demonstrate expertise in the area of Health
Information Technology.
5. NOTICES. All notices from the County to the Contractor shall be deemed duly
served if mailed or faxed to the Contractor at the following address:
Health Planning Council of SW FL, Inc.
8961 Daniels Center Drive, Suite 401
Fort Myers, Florida 33912
Dr. Edward Houck, Chief Executive Officer
Phone: 239-433-6700
Fax: 239-433-6706
All notices from the Contractor to the County shall be deemed duly served if mailed or
faxed to the County to:
Collier County Government Center
Housing and Human Services Department
3301 Tamiami Trail East Bldg. H/211
Naples, Florida 34112
Atln: Marcy Krumbine, Director
Phone: 239-252-2273
Fax: 239-252-2638
The Contractor and the County may change the above mailing address at any time
upon giving the other party written notification. All notices under this Agreement must
be in writing.
6. NO PARTNERSHIP. Nothing herein contained shall create or be construed as
creating a partnership between the County and the Contractor or to constitute
the Contractor as an agent of the County.
7. CONDITIONS.
a. Special Conditions: The Contractor agrees to comply with the
requirements set for in the Notice of Grant Award Special Conditions
(Attachment A).
b. Compliance with Local and Federal Rules, Regulations and Laws: During
the performance of this agreement, the Contractor agrees to comply with
any applicable laws, regulations and orders listed below by reference and
3
Agenda Item ~~o. 16D 1 0
February 24, 2009
Page 7 of 20
incorporated and made a part hereof. The Contractor further agrees to
abide by all other applicable laws as outlined in the Notice of Grant Award,
Attachment A.
8. SUBCONTRACTS. Any work or services subcontracts by the Contractor shall
be specifically by written contract or agreements, and such subcontracts shall be
subject to each provision of this Agreement and applicable County, State, and
Federal guidelines and regulations, Prior to execution by the Contractor of any
subcontract hereunder, such subcontracts must be submitted by the Contractor
to Housing and Human Services for its review and approval. None of the work
or services covered by the Agreement, including but not limited to consultant
work or services, shall be subcontracted by the Contractor or reimbursed by the
County without prior written approval of the Housing and Human Services
Director or his designee.
9. AMENDMENTS. The County may, at its discretion, amend this Agreement to
conform to changes required by Federal, State, County or Deparbnent of Health
and Human Services,) guidelines, directives, and objectives. Such amendments
shall be incorporated by written amendment as a part of this Agreement and
shall be subject to approval of Collier County. Except as otherwise provided
herein, no amendment to this Agreement shall be binding on either party unless
in writing, approved by the County and signed by each Party's designee.
10. PERMITS: LICENSE TAXES. In compliance with Section 218.80, F.S., all
permits necessary for the prosecution of the Work shall be obtained by the
Contractor, Payment for all such permits issued by the County shall be
processed internally by the County. All non-County permits necessary for the
prosecution of the Work shall be procured and paid for by the Contractor. The
Contractor shall also be solely responsible for payment of any and all taxes
levied on the Contractor. In addition, the Contractor shall comply with all rules,
regulations and laws of Collier County, the State of Florida, or the U. S.
Government now in force or hereafter adopted. The Contractor agrees to comply
with all laws governing the responsibility of an employer with respect to persons
employed by the Contractor.
11. NO IMPROPER USE. The Contractor will not use, nor suffer or permit any
person to use in any manner whatsoever, County facilities for any improper,
immoral or offensive purpose, or for any purpose in violation of any federal,
state, county or municipal ordinance, rule, order or regulation, or of any
governmental rule or regulation now in effect or hereafter enacted or adopted.
In the event of such violation by the Contractor or if the County or its authorized
representative shall deem any conduct on the part of the Contractor to be
objectionable or improper, the County shall have the right to suspend the
4
A;::;enda Item No. 16010
February 24, 2009
Page 8 of 20
contract of the Contractor. Should the Contractor fail to correct any such
violation, conduct, or practice to the satisfaction of the County within
twenty-four (24) hours after receiving notice of such violation, conduct, or
practice, such suspension to continue until the violation is cured. The Contractor
further agrees not to commence operation during the suspension period until the
violation has been corrected to the satisfaction of the County.
12. PROHIBITION OF GIFI'S TO COUNTY EMPLOYEES: No organization or
individual shall offer or give, either directly or indirectly, any favor, gift, loan,
fee, service or other item of value to any County employee, as set forth in
Chapter 112, Part III, Florida Statutes, Collier County Ethics Ordinance No. 2004-
53, and County Administrative Procedure 5311. Violation of this provision may
result in one or more of the following consequences: a, Prohibition by the
individual, firm, and/ or any employee of the firm from contact with County staff
for a specified period of time; b. Prohibition by the individual and/ or firm from
doing business with the County for a specified period of time, including but not
limited to: submitting bids, RFP, and/ or quotes; and, c. immediate termination of
any contract held by the individual and/ or firm for cause.
13. TERMINATION. Should the Contractor be found to have failed to perform his
services in a manner satisfactory to the County as per this Agreement, the
County may terminate said agreement immediately for cause; further the County
may terminate this Agreement for convenience with a seven (7) day written
notice. The County shall be sole judge of non-performance.
14. NO DISCRIMINATION. The Contractor agrees that there shall be no
discrimination as to race, sex, color, creed or national origin.
15. INSURANCE. The Contractor shall provide insurance as follows:
A. Commercia] General Liabilitv: Coverage shall have minimum limits of
$1,000,000 Per Occurrence, Combined Single Limit for Bodily Injury Liability
and Property Damage Liability. This shall include Premises and Operations;
Independent Contractors; Products and Completed Operations and
Contractual Liability.
B. Business Auto Liabilitv: Coverage shall have minimum limits of $500,000
Per Occurrence, Combined Single Limit for Bodily Injury Liability and
Property Damage Liability. This shall include: Owned Vehicles, Hired and
Non-Owned Vehicles and Employee Non-Ownership.
C. Workers' Compensation: Insurance covering all employees meeting
Statutory Limits in compliance with the applicable state and federal laws.
5
Agenda Item r,o. 16010
February 24, 2009
Page 9 of 20
The coverage must include Employers' Liability with a minimum limit of
$1,000,000 for each accident.
Special Requirements: Collier County shall be listed as the Certificate
Holder and included as an Additional Insured on the Comprehensive
General Liability Policy.
Current, valid insurance policies meeting the requirement herein identified
shall be maintained by Contractor during the duration of this Agreement.
Renewal certificates shall be sent to the County 30 days prior to any
expiration date. There shall be a 30 day notification to the County in the
event of cancellation or modification of any stipulated insurance coverage.
Contractor shall insure that all subcontractors comply with the same
insurance requirements that he is required to meet. The same Contractor
shall provide County with certificates of insurance meeting the required
insurance provisions.
12. INDEMNIFICATION. To the maximum extent permitted by Florida law,
the Contractor or Consultant shall indemnify and hold harmless Collier
County, its officers and employees from any and all liabilities, damages,
losses and costs, including, but not limited to, reasonable attorneys' fees and
paralegals' fees, to the extent caused by the negligence, recklessness, or
intentionally wrongful conduct of Contractor or Consultant or anyone
employed or utilized by the Contractor or Consultant in the performance of
this Agreement. This indemnification obligation shall not be construed to
negate, abridge or reduce any other rights or remedies which otherwise may
be available to an indemnified party or person described in this paragraph.
This section does not pertain to any incident arising from the sole negligence of
Collier County.
13. CONTRACT ADMINISTRATION. This Agreement shall be administered on
behalf of the County by the Housing and Human Services Department.
14. CONFLICT OF INTEREST: Contractor represents that it presently has no interest
and shall acquire no interest, either direct or indirect, which would conflict in any
manner with the performance of services required hereunder. Contractor further
represents that no persons having any such interest shall be employed to perform
those services.
6
A';jenda item ~,Jo, 16010
February 24, 2009
Page 10 of 20
15. COMPONENT PARTS OF THIS CONTRACT. This Contract consists of the
attached component parts, all of which are as fully a part of the contract as if
herein set out verbatim: Notice of Grant Award Terms and Conditions
(Attachment A)
16. SUBJECT TO APPROPRIATION. It is further understood and agreed by and
between the parties herein that this agreement is subject to appropriation by the
Board of County Commissioners.
7
p,genda Item No. 16010
February 24.2009
Page 11 of 20
IN WITNESS WHEREOF, the Contractor and the County, have each, respectively, by an
authorized person or agent, hereunder set their hands and seals on the date and year first
above written.
ATTEST:
Dwight E. Brock, Clerk of Courts
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By:
Donna Fiala, Chairman
February 24, 2009
By:
Dated:
(SEAL)
By:
Dr. Edward Houck
Chief Executive Officer
February 24, 2009
First Witness
tType/print witness namet
Second Witness
tTypel print witness name t
Approved as to form and
legal sufficiency:
~olleen M. Greene
Assistant County Attorney
8
Budget Category
A.
Personnel
.Li,genda item No. 13010
Febcuacy 24, 2009
Page 12 of 20
ATTACHMENTC
Budget Summary
Amount
$
$
$
$
$
$
$]60.000
$
$]60,000
o
$160,000
9
B.
Fringe Benefits
c.
Trave]
D.
Equipment
E.
Supplies
F.
Construction
G.
Consultants / Contracts
H.
Other
T ota] Direct Costs
I.
Indirect Costs
TOTAL PROJECT COSTS
48. AWARD NO.: 4b. GRANT NO.: 5. FORMER GRANT NO.;
1 D1BIT10769.{)1-00 D1BIT10769
6. PROJECT PERIOD: NOTICE OF GRANT AWARD
FROM: 09/01/2008 THROUGH: 08/31/2010 AUTHORIZATION (Legislation/Regulation)
Public Health Service Act. Title Ill. Section 330(A) as Amended
T. BUDGET PERIOD: Public Health Service Act, Title Ill, Section 330A
FROM: 09/01/2008 THROUGH: 08/3112010 Public Health Service Act, Title III, Section 330(1). P.L 107-251
8. TITLE OF PROJECT (OR PROGRAM): Congressionally-Mandated Health Information Technology Grants
9. GRANTEE NAME AND ADDRESS: 1D. DIRECTOR: (PROGRAM DIRECTORlPRINCIPAL INVESTIGATOR)
Collier County Marcy Krumbine
3301 Tamiami Trail E Collier County
Naples, Fl34112-3969 3301 Tamiami Trail East
Naples, Fl34112-3969
12. AWARD COMPUTATION FOR FINANCfALA$SISTANCE
a. Authorized Financial Assistance This Period $ 323,911.00
b. Less Unobligated Balance from Prior Budget Periods
i. Additional Authority
il. Offset
a. Salaries and Wages: $ 26,250.00
b. Fringe Benefits: $ 8,061.00
c. Total Personnel Costs: $ 34.311.00
d. Consultant Costs: $ 0.00
e. Equipment $ 0.00
f. Supplies: $ 41,300.00
g. Travel: $ 4,400,00
h. Construction/Alteration and Renovation: $ 0.00
i. Other: $ 82.400.00
J. Consortium/Contractual Costs: $ 161,500.00
k, Trainee Related Expenses: $ 0.00
r. Trainee Stipends: $ 0.00
m. Trainee Tuition and Fees: $ 0.00
n. Trainee Travel: $ 0.00
o. TOTAL DIRECT COSTS: $ 323,9".DD
p. INDIRECT COSTS: (Rate: % of S&WfTADC) $ 0.00
q. TOTAL APPROVED BUDGET: $ 323,911.DD
i. Less Non-Federal Resources: $ 0.00
ii. Federal Share: $ 323,911.00
15. PROGRAM INCOME SUBJECT TO 45 CFR Part 74.24 OR 45 CFR 92.25 SHALL BE USED IN ACCORD WITH ONE OF THE FOLLOWING
ALTERNATIVES:
A=Addltlon B"Ceduction C.Cost Sharing or Matching D-Other
1. DATE ISSUED:
06/26/2008
3. SUPERCEDES AWARD NOTICE daled:
._pl.hIIt.ny-.:ldjlionl;D1"rell,;clion'll'.v.",...yim_ed_injn.tIeclun,,",,"~oiflclolly[~ed
2. PROGRAM CFDA: 93.888
11. APPROVED BUDGET: (Exciudes Direct Assistance)
[XJ Grant Funds Only
[] Total project costs including grant funds and alf other financial
participation
ATTACHMENTPt,enda Item No. 16010
Feb~uarY 24, 2009
;age~~ -:2 ~ 0
DEPARTMENT OF HEALTH AND HUMAN SERVICES
HEALTH RESOURCES AND SERVICES ADMINISTRATION
_RSA
c. Unawarded Balance of Current Year's Funds
d. Less Cumulative Prior Award(s) This Budget
Period
$ 0.00
$ O.DD
$ 0.00
$ D.DO
e. AMOUNT OF FINANCIAL ASSISTANCE THIS
ACTION
$ 323.911.00
13. RECOMMENDED FUTURE SUPPORT: (Subject to the availability of
funds and satisfactory progress of project)
14. APPROVED DIRECT ASSISTANCE BUOGET: (In lieu of cash)
a. Amount of Direct Assistance
b. Less Unawarcled Balance of Current Year's
Funds
c. less Cumulative Prior Awards(s) This Budget
Period
$ 0.00
$ 0.00
$ 0.00
d. AMOUNT OF DIRECT ASSISTANCE THIS
ACTION
$ D.DD
[A]
Estimated Program Income: $ 0.00
16. THIS AWARD IS BASED ON AN APPLICATION SUBMI7TED TO. AND AS APPROVED BY HRSA,IS ON THE ABOVE TITLED PROJECT
AND IS SUBJECT TO THE TERMS AND CONDITIONS INCORPORATED EITHER DIRECTLY OR BY REFERENCE IN THE FOLLOWING:
.. rh& g.antP'Ollnom legillabon Clt.d abovI b. TIle !Irant program '.O"'-lIoI1 dI&I! 8OOVI. C. TIliI.ward ".,1"", IncIud,"lI Ier.... Ind cordUiDrIs.lt Iny. ogled I*ow undor RlOMARt<S. d. 45 CFR ""'1\74 or 45 CFR P.rI 112.. .ppliaobhl. In IN
"....nlt""re."'conlllctjll(lorol~.rw;..in""MI...nlpolk>ulp~i~.torn.QI1II"Il,lh.lII;Iove<ll"d.rar ~.n""ltI.. ptWVli.A<:cepIIonCl> oIlh. grert..__..... cor.Uiomilo ""'~lIedhylh.g...ml..WI'l""luncl/;.'.<!"'_ ",DII1_i...
obUo;nl!ldltomlh.grllnlfNOym...lr-llm.
REMARKS: (other Terms and Conditions AttaChed [X] Yes [] No )
Electronically s;gn9d by Dorothy M. Kelley, Grants Management Offlcer on: 0812612008
17. OBJ. CLASS: 41.51 18. CRS.EIN: 1596000558A1 19. FUTURE RECOMMENDED FUNDING:
08~3706311
93.888
t\J'2rda Item No. 16D10
Febcuary 24,2009
Page 14 of 20
NOTICE OF GRANT AWARD (Continuation Sheet)
I Page 2 i Dale Issued: 08/26/2008
Award Number: 1 D1BIT10769..Q1-00
HRSA Electronic Handbooks (EHBs) Registration Requirements
The Project Director of the grant (listed on this NGA) and the Authorizing Official of th. grant.. organization ar.
r.quir.d to register (if not already registered) within HRSA's EI.ctronic Handbooks (EHBs), Registration within
HRSA EHBs is r.quired only once for .ach us.r for .ach organization they represent. To complete the
registration quickly and efficiently we recommend that you note the 10-digit grant number from box 4b of this
NGA, After you have completed th. initial r.gistration st.ps (I.... creat.d an individual account and associat.d it
with the correct grantee organization record), be sure to add this grant to your portfolio. This registration in
HRSA EHBs is required for submission of noncompeting continuation applications. In addition, you can also use
HRSA EHBs to p.rform oth.r activities such as updating addr.sses, updating email addresses and submitting
certain deliv.rabl.s .I.ctronically. Visit https://grants.hrsa.gov/w.b.xternalllogin.asp to us. the syst.m.
Additional help is availabl. onlin. and/or from th. HRSA Call C.nt.r at 1-877-464-4772.
Terms and Conditions
Failure to comply with the special r.marks and condition(s) may r.sult in a draw down r.striction b.ing plac.d
on your Paym.nt Managem.nt Syst.m account or d.nial of future funding.
Program T.rms:
1. Telemedicine Projects: Whenever a third-party payer can be billed for a consult. the grantee may not provide the
invoived cliniclan(s) with a grant-funded clinician incentive payment. This remains the rule even when the ciinician
incentive payment is more than what the third-party payer will reimburse. This also appiies when a State Medicaid
egency will reimburse for a consult, but the grantee has not yet established its own internal procedure to bili Medicaid.
2. The Universal Service Provisions of the Telecommunications Act of 1996 should make telecommunication rates for
eligible rural health providers comparable with rates for urban providers and in many cases thereby reduce
transmission costs to rural providers. Ail eligible applicants and their eligible grant - funded network members must
apply for a Universal Service subsidy as soon as possible or demonstrate to OHIT that applying would not provide any
financial advantage. Further information on Universal Service is available at: (http://www.rhc.universaIservice.org).
3. It is the policy of HRSA to make available to the public the results and accomplishments of the activities that it funds.
Therefore, it is incumbent upon project directors, program directors, and principal investigators to make results and
accomplishments of their activities available to the public. Prior approval is not required for publishing the results of an
activity under a grant. Recipients shall place an acknowledgement of HRSA grant support and a disclaimer. as
appropriate, on any publication, briefing paper, report, or other document that is written, published, or otherwise
produced (e.g.. website, electronic work products) with such support and, if feasible, on any document (eiectronic or
paper) reporting the results of or describing a grant-supported activity. The acknowledgement shall read:
"This publication (report, briefing paper, document, website, etc.) was made possible by grant number _ from the
Office of Health Information Technology, Health Resources and Services Administration, DHHS. or "The project
described was supported by grant number _ from the Office of Health Information Technology, Health
Resources and Services Administration, DHHS."
THREE copies of documents or reports (electronic or paper), resulting from work performed under a HRSA
grant-supported project or activity MUST be submitted to OHIT, no matter what the media by which they are
disseminated (e.g., publications in journals, reports, CD-Rom, web). in addition, copies of presentations to major
organizations should acknowledge HRSA support and be submitted to the OHiT project officer.
THREE reprints of publications or work products resulting from work performed under a HRSA grant supported project
or activity MUST be submitted to the OHiT project officer.
4. In the event the grantee organization anticipates that Federal funding available through this award will not be
expended by the project period end date, the grantee is required to submit to the grants management representative
and project officer indicated in the "contacts" section of this document a request for a no~cost extension to complete
goals and objectives. This request, under an original signature of an authorized grant official shouid be submitted at
least 60 days prior to the expiration of the project period and include: (aJ the grant number, (b) the additional time
desired, (c) the grant project goals and objectives to be compieted and (d) the Federal funds available to complete the
goals and objectives with categorical budget and justification.
F.genda Item No. 16010
February 24. 2009
Page 15 of 20
NOTICE OF GRANT AWARD (Continuation Sheet)
Page 3 I Date Issued: 08/26/2008
Award Number: 1 D1BIT10769.Q1-00
5. The grantee institution may retain the entire right, title and interest throughout the world to any invention (as defined in
45 CFR, Section 74.36) it conceives, develops, or implements in the performance of work under this grant, subject to
the provisions of the Department of Commerce's regulation 37 CFR Part 401 and 35 U.S.C. 203. The Federal
government, however, shall have a nonexclusive, nontransferable, irrevocable, paid-up license to obtain and use the
invention for or on behalf of the United States throughout the worid.
6. Data Collection and Evaluation: Applicants accepting this award must, if requested, participate in the Office for the
Advancement of Telehealth (OAT) data collection and evaluation of telemedicine activities.
7. Telehealth Inventory Assessment: Applicants accepting this award must compiete, if requested, a "HRSA Telehealth
Inventory." This inventory collects data about the TeieheaIth capabilities of the grantee's institution and those of the
network members. OHiT will provide information regarding this inventory at the time of request.
8. OAT Grantee Directory: Applicants accepting this award must provide information for OHIT's Grantee
Directory/Profiles. Further instructions will be provided by OHIT. The current Telehealth directory is available online at:
httpJ/telehealth.hrsa.gov/grants/grantee.htm.
9. Grantees are requested to attend and participate in the OHIT grantee meetings. Programmatic and logistical details
will be provided later.
10. When responding to reporting requirements, conditions, and requests for post award amendments to the Division of
Grants Management Operations, please send a courtesy copy of your correspondence to the designated project
officer.
Standard Terms:
1. All discretionary awards issued by HRSA on or after October 1 , 2006, are subject to the HHS Grants Policy Statement
(HHS GPS) uniess otherwise noted In the Notice of Award (NoA). Parts I through III of the HHS GPS are currently
available at flp:/lflp.hrsa.gov/grants/hhsgrantspolicystatement.pdf and it is anticipated that Part IV, HRSA
program-specific guidance will be available at the website in the near future. In addition, HRSA-specific contacts will
be appended to Part III of the GPS which identifies Department-wide points of contact.
Please note that the Terms and Conditions explicitly noted in the award and the HHS GPS are in effect. Once
available, Part IV, HRSA program-specific guidance will take precedence over Parts I and II in situations where there
are conflicting or otherwise inconsistent policies.
2. The HHS Appropriations Act requires that when issuing statements, press releases, requests for proposals, bid
solicitations, and other documents describing projects or programs funded in whoie or in part with Federal money, all
grantees receiving Federal funds, including but not limited to State and local governments, shall clearly state the
percentage of the total costs of the program or project which will be financed with Federal money, the dollar amount of
Federal funds for the project or program, and percentage and a dollar amount of the total costs of the project or
program that will be financed by nongovernmental sources.
3. Recipients and sub-recipients of Federal funds are subject to the strictures of the Medicare and Medicaid anti-kickback
statute (42 U.S.C. 1320a - 7b(b) and should be cognizant of the risk of criminal and administrative liability under this
statute, specifically under 42 U.S.C. 1320 7b(b) Illegal remunerations which states, in part, that whoever knowingly
and willfully:
;
(A) Solicits or receives (or offers or pays) any remuneration (including kickback, bribe, or rebate) directly or indirectly,
overtly or covertly, in cash or in kind, in return for referring (or to induce such person to refer) an individual to a person
for the furnishing or arranging for the furnishing of any item or service. OR
(B) In return for purchasing, leasing, ordering, or recommending purchasing, leasing, or ordering, or to purchase,
Jease, or order, any goods, facility, services, or item
"
"
....For which payment may be made in whole or in part under subchapter XI/I of this chapter or a State health care
program, shall be guilty of a felony and upon conviction thereof, shall be fined not more than $25,000 or imprisoned for
not more than five years, or both.
4. The HHS Appropriations Act requires that to the greatest extent practicable, all equipment and products purchased
with funds made available under this award should be American.made.
Agenda Item No. 16010
Febru3ry 24, 2009
Page 16 of 20
NOTICE OF GRANT AWARD (Continuation Sheet)
I Page 4 I Date Issued: 08/26/2008
IAward Number: 1 D1BIT1Q769-01.QO
-1
5. Items that require prior approval from the awarding office as indicated in 45 CFR Part 74.25 [Note: 74.25 (d) HRSA
has not waived cost-related or administrative prior approvals for recipients unless specifically stated on this Notice of
Grant Award] or 45 CFR Part 92.30 must be submittad In writin9 to the Grants Management Officer (GMO). Only
responses to prior approval requests signed by the GMO are considered valid. Grantees who take action on the basis
of responses from other officials do so at their own risk. Such responses will not be considered binding by or upon the
HRSA.
In addition to the prior approval requirements identified in Part 74.25, HRSA requires grantees to seek prior approval
for significant rebudgeting of project costs. Significant rebudgeting occurs when, under a grant where the Federal
share exceeds $100,000, cumulative transfers among direct cost budget categories for the current bUdget period
exceed 25 percent of the total approved budget (inclusive of direct and indirect costs and Federal funds and required
matching or cost sharing) for that budget period or $250,000, whichever is less. For example, under a grant in which
the Federal share for a budget period is $200,000, if the total approved budget is $300,000, cumulative changes within
that budget period exceeding $75,000 would require prior approval). For recipients subject to 45 CFR Part 92, this
requirement is in lieu of that in 45 CFR 92.30{c)(1 )(ii) which permits an agency to require prior approval for specified
cumulative transfers within a grantee's approved budget. [Note, even if a grantee's proposed rebudgeting of costs falls
below the significant rebudgeting threshold identified above, grantees are still required to request prior approval, if
some or all of the rebudgeting refiects either a change in scope, a proposed purchase of a unit of equipment
exceeding $25,000 (if not included in the approved application) or other prior approval action identIfied in Parts 74.25
and 92.30 unless HRSA has specifically exempted the grantee from the requirement(s).]
6. Payments under this award will be made available through the DHHS Payment Management System (PMS). PMS is
administered by the Division of Payment Management, Financial Management Services, Program Support Center,
which will forward instructions for obtaining payments. Inquiries regarding payment should be directed to: Payment
Management, DHHS, P.O. Box 6021, Rockville, MD 20852, http://www.dpm.psc.90V/ or Telephone Number:
1-877-614-5533.
7. The DHHS Inspector General maintains a toll-free hotline for receiving information concerning fraud. waste, or abuse
under grants and cooperative agreements. Such reports are kept confidential and callers may decline to give their
names if they choose to remain anonymous. Contact: Office of Inspector General, Department of Health and Human
Services, Attention: HOTLINE, 330 Independence Avenue Southwest, Cohen Building, Room 5140, Washington, D. C.
20201, Email: Htips@os.dhhs.gov or Telephone: 1-800-447-8477 (1-800-HHS-TIPS).
8. Submit audits, if required, in accordance with OMS Circular A-133, to: Federal Audit Clearinghouse Bureau ofthe
Census 1201 East 10th Street Jefferson, IN 47132 PHONE: (310) 457-1551, (800)253-0696 toll Free
http://harvester.census.gov/sacffacconta.htm
9. EO 13166, August 11,2000, requires recipients receiving Federal financial assistance to take steps to ensure that
people with limited English proficiency can meaningfully access health and social services. A program of language
assistance should provide for effective communication between the service provider and the person with limited
English proficiency to facilitate participation in, and meaningful access to, services. The obligations of recipients are
explained on the OCR website at http://www.hhs.gov/ocr/leplrevisedIep.html.
10. This award is subject to the requirements of Section 106 (g) of the Trafficking Victims Protection Act of 2000,as
amended (22 U.S.C. 7104). For the full text ofthe award term, go to http://www.hrsa.gov/grants/trafficking.htm. If you
are unable to access this link, please contact the Grants Management Specialist identified in this Notice of Grant
Award to obtain a copy of the Term.
Reporting Requirements:
1. Due Date: Within 90 days of Budget End Date
The grantee must submit a Financial Status Report SF-269A/Short Form (http://www.psc.gov/formslsf) within 90 days
after the budget periOd end date. This report should NOT reflect cumulative reporting from budget period to budget
periOd and must be submitted to the HRSA, Division of Grants Management Operations, 5600 Fishers Lane, Room
11A-02, Rockville, MD 20857-0001.
2. Due Date: Within 365 days of Award Issue Date
Technical progress reports are required at annual intervals, when the due date coincides with the conclusion of the
A.aeoda Item No. 16010
- February 24, 2009
Page 17 of 20
NOTICE OF GRANT AWARD (Continuation Sheet)
I Page 5 Date Issued: 08/26/2008
Award Number: 1 D1BIT10769-01-00
project, the final report will also serve as the progress report. Reports should include a summary of what has been
accomplished during the reporting period and what has been learned, as well as basic information required by OHIT to
measure the progress of the program. A copy of the format to be used, as well as instructions for submitting the
report, will be provided by OHIT.
Failure to comply with these reporting requirements will result in deferral or additional restrictions of future
funding decisions.
Contacts:
Program Contact: For assistance on programmatic issues, piease contact Makeda Clement at:
OHIT
5600 Fishers Ln RM 7C-26
RockvilIe, MD 20857-0001
Phone: (301 )443-6977
Email: MClement@hrsa.gov
Division of Grants Management Operations: For assistance on grants administration issues, please contact Hazel N.
Booker at:
HRSAlDGMO/GSFB
5600 Fishers Ln RM 11 A-02
RockvIlle, MD 20857-0001
Phone: (301 )443-4236
Email: nbooker@hrsa.gov
Fax: (301 )443-6686
Responses to reporting requirements, conditions, and requests for post award amendments must be mailed to the
attention of the Office of Grants Management contact indicated above. All correspondence should include the Federal
grant number (item 4 on the award document) and program title (item 8 on the award document). Failure to follow this
guidance will result in a delay in responding to your request.
Page] of]
~ ''''bID
Martha S. Vergara
~------*--~----*~---~*~--_.,_._~----'--*--*-_.*_.~-_.-_._.*.~*.__.__._-_.__._--~--_.-
From: bodinejudi [JudiBodine@colliergov.net]
Sent: Monday, February 23, 2009 1:45 PM
To: Minutes and Records; Klatzkow, Jeff
Cc: Brock, Mary; KrumbineMarcy
Attachments: Attachment B Replacement I!em 16D10.pdf
Here is the replacement for Attachment B for Item 16D10.
Judi Bodine
Office of the County Manager
239.252.8383
2/23/2009
l~ b l1)
~/~., loq
Attachment B
SCOPE OF SERVICES
PLAN HRSA HIT Project
Goal:
1. Patient-level information transfer from Providers to the Physician Led Access Plan Network
(PLAN) into a database with reporting capabilities to allow for trend analysis, segment
targeting and potentially coordinated case-management while ensuring HIPA compliance.
Methodology:
1. Create two groups including a representative from each of the following:
a. PLAN
b. Health Planning Council
c. Collier County Government
d. NCH Healthcare System
e. Physicians Regional Medical Center
f. Collier Health Services Inc
g. Senior Friendship Centers
One will be an HIT Project Committee of senior leaders similar to the group who signed the
original Memorandum of Understanding. The other will be a Technical Advisory Panel (TAP)
consisting of IT/data/information practitioners who will be the working group and reporting
back to the Project Committee.
2. The TAP will determine the answers to the following questions:
a. What data can and should be transferred? What is currently gathered? What can
be shared with PLAN? What would be most useful?
b. What is the best method to transfer the information? How is the data gathered?
Who is involved? When and how often is data transferred? What will the ongoing
process be?
c. What information should be reported back to the providers after aggregation?
What data can be aggregated for the area? What needs to be reported by provider?
What should be reported regularly? What can be used for PLAN strategic planning?
d. What are the technical needs of the project (including software and hardware)?
This piece will require an investigation into software currently in use in Collier
County (ClientTrack) and best and worst practices/ lessons learned/ software and
hardware in use from similar groups across the country (ex. Project Access in
Ashville, Wichita, Dallas etc).
e. What is the recommended implementation plan?
The TAP will be lead by the Project Manager and will report back to the Project
Committee monthly.HPC staff will conduct interviews with entities involved with patient
data transfer programs and report findings to the Project Committee Many of these
agencies have attempted data-transfer plans with various degrees of success.
Oeliverables:
1. Creation of a Project Committee who will govern the work activities of the project.
$4,000
2. Creation of a Technical Advisory Panel (TAP).
$6,000
3. Conduct a national survey of the status of HIT data sharing projects for the
underinsured/uninsured regarding patient data transfer and provide a written
report.
$19,000
4. Written report to the Project Committee at least two similar projects that have been
implemented.
$24,000
5. Identify the types of patient level data to be transferred from the providers
to PLAN.
$24,000
6. Determine the technical needs of the project including the hardware and software
to implement the data transfer.
$25,000
7. Develop privacy protocols and a methodology regarding data collection and reporting. $18,000
8. Coordinate the implementation aspects of the data transfer contingent upon the
capabilities and/or development of the software acceptable to the providers,
PLAN and approved by the Grantor (Collier County).
$ 30,000
9. Final payment in the amount of $10,000 will be withheld pending completion
of all dellverables.
$10,000
TOTAL
$160,000