CTR043100 HIV SURVEILLANCE CAPACITY EXPANSION PROGRAM A1 (03).PDF

Maricopa County — Formal (2021-02-10)

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C-86-19-057-3-03
ARIZONA DEPARTMENT OF
HEALTH SERVICES
INTERGOVERNMENTAL AGREEMENT (IGA)
Office of Procurement
Amendment
150 N. 18th Ave., Suite 530
Phoenix, Arizona 85007
Contract No.: CTR043100 IGA Amendment No.: 1 Procurement Officer
Nicole Marquez
HIV Surveillance Capacity Expansion Program
Effective upon signature of both parties, it is mutually agreed that the Intergovernmental Agreement referenced is amended as follows:
1. Pursuant to the Terms and Conditions, Provision Six (6), Contract Changes, Section 6.1 Amendments, Purchase Orders and Change
Orders, the following changes are made under this Amendment One (1):
1.1 The Price Sheet is revised and replaced with the Price Sheet of this Amendment One (1); and
1.2 Exhibit A is added.
**All other provisions of this agreement shall remain unchanged.**
Maricopa County,
Maricopa County Department of Public Health
Contractor Name: Authorized Signature
4041 North Central, Suite 1400 Jack Sellers
Address: Print Name
Phoenix AZ 85012 Chairman, Board of Supervisors
City State Zip Title
Pursuant to A.R.S. § 11-952, the undersigned public agency attorney has determined that this This Intergovernmental Agreement Amendment shall be effective
Intergovernmental Agreement is in proper form and is within the powers and authority granted the date indicated. The Public Agency is hereby cautioned not to
under the laws of Arizona commence any billable work or provide any material, service or
construction under this IGA until the IGA has been executed by an
authorized ADHS signatory.
State of Arizona
Signature Date
Signed this day of 20___.
Anne Longo, Attorney for County
Print Name
Procurement Officer
Contract No.: CTR043100 which is an Agreement between public agencies, has been
reviewed pursuant to A.R.S. § 11-952 by the undersigned Assistant Attorney, who has
determined that it is in proper form and is within the powers and authority granted under the
laws of the State of Arizona.
Signature Date
Assistant Attorney General
Print Name
ATTEST:_______________________________________
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Office of the Clerk of the Board Date

ARIZONA DEPARTMENT OF
HEALTH SERVICES
INTERGOVERNMENTAL AGREEMENT (IGA)
Office of Procurement
Amendment
150 N. 18th Ave., Suite 530
Phoenix, Arizona 85007
Contract No.: CTR043100 IGA Amendment No.: 1 Procurement Officer
Nicole Marquez
1. Background
1.1 Over the last decade, increased numbers of HIV cases, as well as total cases investigated, has resulted in increased
workload on the staffs from both Maricopa County Department of Public Health (MCDPH) and Arizona Department
of Health Services (ADHS). The adoption of Electronic Laboratory Reporting and the new emphasis by The Centers
for Disease Control (CDC) of CD4, viral load, and gene sequence laboratory reports for Data to Care functions has
resulted in the number of HIV-related laboratory reports increasing from 13,000 last decade to 160,000 currently.
1.2 While the total number of annual cases in Maricopa County has increased from a typical number of four hundred
twenty-four (424) in 2010 to well over five hundred (500) cases eight (8) years later, there are other functions that
have served to increase the workload from a case processing and data analysis perspective. Ten (10) years ago,
the number of cases investigated in Maricopa County (positives and non-cases) each year was about seven
hundred fifty (750). Today the number of cases investigated is 1,500 per year. This is due to the CDC's increased
reliance on CD4 and viral load tests for what has now become a full-throated mandate to conduct Data to Care
activities designed to link and re-link HIV-positive individuals to medical care that leads to viral suppression and
significantly reduced likelihood of viral transmission.
1.3 In keeping with CDC’s increased data needs the HIV data (HIV/AIDS Reporting System (HARS) form has doubled
from two (2) pages in 2010 to four pages in 2019. Taken in total, the strain on Public Health staff becomes clear.
1.4 To address increased HIV case investigations and data needs, MCDPH will work with ADHS to improve timeliness
and completeness of HIV and AIDS cases and improve data quality used to analyze and identify sources of infection
and outbreaks. This will allow more accurate characterization of the impact of disease, to conduct investigations,
to cultivate public awareness of disease impact, to target prevention strategies, and to utilize related departmental
and community resources.
2. Objective
In accordance with the deliverables in the combined CDC HIV Surveillance and Prevention grant, MCDPH will be funded
to increase case investigation and analysis capacity for HIV and AIDS, and improve:
2.1 Capacity to conduct more robust and timely HIV and AIDS case investigations;
2.2 Quality of data entered into Enhanced HIV/AIDs Reporting System (eHARS) through Quality Assurance practices
such as randomized chart re-abstraction, QA applications and Routine Interstate Deduplication Review (RIDR);
2.3 Data Management capacity to analyze data collected from case investigations to identify areas for improvement,
maintain databases, create Annual Report, Integrated Epi Profile, conduct and maintain Electronic Laboratory
Reporting (ELR), update eHARS and related software, process unmet needs and out of care data, create annual
eHARS frozen dataset, conduct CDC Standards Evaluation Report (SER) and Annual Progress Report—Interim
Progress Report (APR—IPR), update HIV Epi Spreadsheet, conduct matching with other disease registries,
National Death Index, Vital Records, and Social Security, Data to Care lists, Unmet Needs lists, and Cluster data
submissions;
2.4 Outbreak communication, coordination and response between state and local public health partners with cluster
analysis, partner notification, and Cases of Public Health Importance (COPHI); and
2.5 Dissemination of reports to stakeholders with targeted data analysis and report generation.
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ARIZONA DEPARTMENT OF
HEALTH SERVICES
INTERGOVERNMENTAL AGREEMENT (IGA)
Office of Procurement
Amendment
150 N. 18th Ave., Suite 530
Phoenix, Arizona 85007
Contract No.: CTR043100 IGA Amendment No.: 1 Procurement Officer
Nicole Marquez
3. Scope of Services
MCDPH shall:
3.1 Collaborate closely with ADHS Office of Disease Integration and Services, HIV-Surveillance Program to improve
the processing of HIV cases and related surveillance epidemiology functions;
3.2 Collaborate closely with ADHS Office of Disease Integration and Services to improve database management
capacity; and
3.3. Deliver HIV Surveillance services with a physical onsite presence at the physical address of 150 N 18th Ave
Suite 530 Phoenix, AZ 85007.
4. Tasks
MCDPH shall:
General HIV Surveillance and Epidemiology:
4.1 Assist in processing HIV cases submitted ADHS;
4.2 Assist in conducting data analysis for annual and requested reports using eHARS and other data sources;
4.3 Conduct RIDR process semi-annually;
4.4 Conduct Quality Assurance;
4.4.1 Use CDC and ADHS provided programs to be used in systematic QA, and
4.4.2 Conduct randomized chart re-abstractions on submitted case investigations.
4.5 Conduct Out-Of-State (OOS) activities to assure communication with other state health departments;
4.6 Conduct Partner Notification activities; and
4.7 Assist in Cluster Analysis and Time-Space Analysis.
Data Management:
4.8 Maintain eHARS registry software and related tasks;
4.9 Manage the creation of reports such as Annual Reports, Integrated Epi Profile and ad-hoc data requests;
4.10 Maintain and improve ELR system;
4.11 Conduct analysis of Unmet Needs, Care Continuum, and Data to Care;
4.12 Create eHARS frozen data sets and upload to CDC;
4.13 Create CDC Standards Evaluation Report and Annual Progress Report;
4.14 Update monthly and annually the Epi Spreadsheet;
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ARIZONA DEPARTMENT OF
HEALTH SERVICES
INTERGOVERNMENTAL AGREEMENT (IGA)
Office of Procurement
Amendment
150 N. 18th Ave., Suite 530
Phoenix, Arizona 85007
Contract No.: CTR043100 IGA Amendment No.: 1 Procurement Officer
Nicole Marquez
4.15 Conduct data matches with National Death Index, Social Security and other sources;
4.16 Conduct Space-Time and Cluster analyses; and
4.17 Develop and disseminate reports to stakeholders.
5. Deliverables
5.1. Deliverable 1: Routine Interstate Deduplication Review:
5.1.1. Conducted twice per year as directed by CDC,
5.1.2. Contact listed state health departments and follow RIDR protocol, and
5.1.3. Input data into eHARS and upload to CDC.
5.2. Deliverable 2: Stakeholder Meetings:
5.2.1. Participate in first stakeholder meeting to discuss performance metrics to report on such as timeliness
and completeness variables, and
5.2.2. Participate in bi-weekly conference calls to provide feedback on processes and any barriers.
5.3. Deliverable 3: Conduct Quality Assurance:
5.3.1. Conduct randomized chart reviews,
5.3.2. Utilize CDC and ADHS QA software, and
5.3.3. Report on quality and design and conduct training to improve deficiencies.
5.4. Deliverable 4: Data Dissemination:
5.4.1. Development and dissemination of presentations, infographics and posters,
5.4.2. Present data to stakeholders via web, conference or electronic means,
5.4.3. Create Data to Care lists,
5.4.4. Conduct Unmet Needs analysis,
5.4.5. Conduct Space-Time and Cluster analyses,
5.4.6. Standards Evaluation Report is run and uploaded to CDC annually,
5.4.7. Create Annual Report,
5.4.8. Create Integrated Epidemiological Profile and updates, and
5.4.9. Create and submit Annual Progress Report to CDC.
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ARIZONA DEPARTMENT OF
HEALTH SERVICES
INTERGOVERNMENTAL AGREEMENT (IGA)
Office of Procurement
Amendment
150 N. 18th Ave., Suite 530
Phoenix, Arizona 85007
Contract No.: CTR043100 IGA Amendment No.: 1 Procurement Officer
Nicole Marquez
5.5. Deliverable 5: Electronic Laboratory Reporting:
5.5.1. All ELR files are uploaded to eHARS and tracking databases,
5.5.2. Logical Observation Identifiers Names and Codes (LOINC) and other changes are updated, and
5.5.3. Assure that all software, SAS and related programs are functioning.
5.6. Deliverable 6: Maintain eHARS registry:
5.6.1. eHARS updates are completed per CDC schedule,
5.6.2. All QA programs are run when scheduled, and
5.6.3. Frozen data set is created and uploaded to CDC annually.
5.7. Database maintenance:
5.7.1. Update Epi Spreadsheet monthly and annually,
5.7.2. Conduct Death Ascertainment activities,
5.7.3. Conduct matches with other registries, and
5.7.4. Maintain software and output files.
6. Approval
MCDPH shall submit plans and reports to be approved by the ADHS Office of Disease Integration and Services prior to
invoice payment.
7. Notices, Correspondence and Reports
7.1. Notices, Correspondences and Reports from the MCDPH to ADHS shall be sent to:
Arizona Department of Health Services
Attn: Rick DeStephens, HIV Surveillance Program Manager (Primary)
Address: 150 North 18th Avenue, Suite 110
Phoenix, AZ 85007
Phone: (602) 364-3614
Fax: (602) 542-1120
Email: rick.destephens@azdhs.gov
Arizona Department of Health Services
HIV Care and Services
Attention: Ryan White Part B/ADAP Program Director (Secondary)
150 North 18th Street, Suite 130
Phoenix, Arizona 85007
Telephone: 602-364-3610
Facsimile: 602.542.1155
Email: ricardo.fernandez@azdhs.gov
7.2. Invoices shall be submitted to: Accounting+InteragencyTransfers@azdhs.gov
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ARIZONA DEPARTMENT OF
HEALTH SERVICES
INTERGOVERNMENTAL AGREEMENT (IGA)
Office of Procurement
Amendment
150 N. 18th Ave., Suite 530
Phoenix, Arizona 85007
Contract No.: CTR043100 IGA Amendment No.: 1 Procurement Officer
Nicole Marquez
7.3. Notices and Correspondence from the ADHS to the MCDPH shall be sent to:
Maricopa County Department of Public Health
Attn: Corinne Velasquez
Address: 1645 E. Roosevelt
Phoenix, AZ 85006
Phone: 602-506-6657
Fax: 602-372-0342
Email: corinne.velasquez@mail.maricopa.gov
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ARIZONA DEPARTMENT OF
HEALTH SERVICES
INTERGOVERNMENTAL AGREEMENT (IGA)
Office of Procurement
Amendment
150 N. 18th Ave., Suite 530
Phoenix, Arizona 85007
Contract No.: CTR043100 IGA Amendment No.: 1 Procurement Officer
Nicole Marquez
Price Sheet
Effective upon signature and begins 1/1/2021
Cost Reimbursement Line Items Amount
Personnel Services $138,000.00
Employee Related Expenses $38,502.00
Professional & Outside Services $0.00
Travel Expenses $200.00
Other Operating Expenses $3,798.00
Capital Outlay Expenses $0.00
Other (Indirect Costs) $11,500.00
Total Contract Amount (not to exceed) $192,000.00
Authorization for Provision of Services: Authorization for purchase of services under this Contract shall
be made only upon ADHS issuance of a Purchase Order that is signed by an authorized agent The
Purchase Order will indicate the contract number and the dollar amount of funds authorized The Contractor
shall only be authorized to perform services up to the amount on the Purchase Order ADHS shall not have
any legal obligation to pay for services in excess of the amount indicated on the Purchase Order. No further
obligation for payment shall exist on behalf of ADHS unless a) the Purchase Order is changed or modified
with an official ADHS Procurement Change Order, and/or an additional Purchase Order is issued for
purchase of services under this contract
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ARIZONA DEPARTMENT OF
HEALTH SERVICES
INTERGOVERNMENTAL AGREEMENT (IGA)
Office of Procurement
Amendment
150 N. 18th Ave., Suite 530
Phoenix, Arizona 85007
Contract No.: CTR043100 IGA Amendment No.: 1 Procurement Officer
Nicole Marquez
Exhibit A
2 CFR 200.332
§ 200.332
Requirements for pass-through entities.
All pass-through entities must:
(a) Ensure that every subaward is clearly identified to the subrecipient as a subaward and includes the following
information at the time of the subaward and if any of these data elements change, include the changes in
subsequent subaward modification. When some of this information is not available, the pass-through entity
must provide the best information available to describe the Federal award and subaward.
Prime Awardee: Arizona Department of Health Services
DUNS # 804745420
Federal Award Identification (Grant Number): NU62PS924550
Subrecipient name (which must match the name MARICOPA COUNTY
associated with its unique entity identifier):
Subrecipient's unique entity identifier (DUNS #): 86-6000472
Federal Award Identification Number (FAIN, NU62PS924550
sometimes it’s the same as the Grant Number):
Federal Award Date (see the definition of Federal
award date in § 200.1 of this part) of award to the 01/01/2020
recipient by the Federal agency;
Subaward Period of Performance Start and End 1/1/20-12/31/20
Date;
Subaward Budget Period Start and End Date: 1/1/20-12/31/20
Amount of Federal Funds Obligated by this
action by the pass-through entity to the $96,000.00
subrecipient (this is normally the contract
amount):
Total Amount of Federal Funds Obligated to the
subrecipient by the pass-through entity including $196,000.00
the current financial obligation (how much is
available for contracts):
Total Amount of the Federal Award committed to $196,000
the subrecipient by the pass-through entity
Federal award project description, as required to Integrated HIV Surveillance and Prevention Programs for
be responsive to the Federal Funding Health Departments, National Center for HIV, Viral Hepatitis,
Accountability and Transparency Act (FFATA) STD, and TB Prevention (NCHHSTP)
Name of Federal awarding agency, pass-through
entity, and contact information for awarding Centers for Disease Control and Prevention
official of the Pass-through entity
Assistance Listings number and Title; the pass-
through entity must identify the dollar amount
made available under each Federal award and 93.940
the Assistance Listings Number at time of
disbursement:
Identification of whether the award is R&D NO
Indirect cost rate for the Federal award (including 19%
if the de minimis rate is charged) per § 200.414
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