AMENDMENT 2 RE STUDENT AID FOR EPIDEMIOLOGY RESPONSE WITH U OF A.PDF

CONTRACT NO: C-86-13-089-3-02 AMENDMENT NO: 2
AMENDMENT TO
INTERGOVERNMENTAL AGREEMENT
Between
MARICOPA COUNTY By and Through DEPARTMENT OF PUBLIC HEALTH
4041 N Central Avenue, Suite 1400, Phoenix, Arizona 85012
and
ARIZONA BOARD OF REGENTS FOR AND ON BEHALF
OF THE UNIVERSITY OF ARIZONA
The above named contract is hereby amended as specified below:
A. Pursuant to Section I, General Provisions, Paragraph 6, Retention of Records is
replaced in part.
B. Pursuant to Section I, General Provisions, Paragraph 27, Verification Regarding
Compliance with A.R.S, §§ 35-39106 and 35-393.06 (Scrutinized Business
Operations in Sudan and Iran) is removed entirely.
C. Pursuant to Section I, General Provisions, add new Paragraph 27, entitled
'Arbitration of Claims",
D. Pursuant to Section III, Work Statement, Paragraph 6. Amendments and
Extension, is replaced in its entirety.
E. Pursuant to Section 1V, Compensation, the budget for July 1, 2015 through June
30, 2016 is in the not-to-exceed amount of $134,000.
F. Add Attachment D — Salmonella Investigation Protocol.
IL All other terms and conditions of the original contract shall remain in full force and
effect.
IN WITNESS WHEREOF, the parties agree to the changes indicated herein:
FOR AND ON BEHALF OF FOR AND ON BEHALF OF
MARICOPA COUNTY THE ARIZONA BOARD OF REGENTS
ON BEHALF OF
THE UNIVERSITY OF ARIZONA
By:
Chairman, Board of Supervisors eri Directo-,
ract & Reseacch St4is4.oft (CRS)
(a-1 (5
Date Date
ATTEST
Clerk of the Board
Date
APPROVED AS TO FORM
Attorney for Maricopa County
Date
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SECTION 1 GENERAL PROVISIONS
6. RETENTION OF RECORDS
A. This provision allies to all financial and programmatic records, supporting documents,
statistical records, and other records of the Contractor that relate to this Agreement.
B. Both Parties shall retain all financial books, records, and other documents related to
this agreement for five (5) years after final payment or until the resolution of any audit
questions, which could be more than five (5) years whichever is longer. County, federal,
State or University auditors, and any other persons duly authorized by either party,
shall have full access to and the right to examine copy and make use of any and all
financial books, records or other documents.
27. ARBITRATION OF CLAIMS
The Parties to this Contract agree to resolve all disputes arising out of or relating to this
Contract through arbitration, after exhausting applicable administrative review, to the
extent required by A.R.S.§12-1518 and A.R,S. .§12-133 except as may be required by
other applicable statutes.
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SECTION III WORK STATEMENT
1. PURPOSE
The University of Arizona's Mel and Enid Zuckerman College of Public Health
(MEZCOPH) Student Aid for Field Epidemiology Response (SAFER) is a team of
students who will provide response aid to Maricopa County Department of Public Health
(MCDPH) during large community events such as the Super Bowl, infectious disease
outbreaks, and public health emergencies and to provide public health and epidemiology
students with experimental learning opportunities within health departments to MCDPH
can be better prepared during a health emergency and citizens of Maricope County will
be safe. The SAFER students function under the Maricopa County Office of
Epidemiology (OE) Incident Command Center ICC) emergency response plan in
coordination with the Maricopa County, Office of Preparedness and Response (OPR).
2. BACKGROUND
The University of Arizona's Mel and Enid Zuckerman College of Public Health
(MEZCOPH) Student Aid for Field Epidemiology Response (SAFER) Team's goals are
to provide public health and epidemiology students with experimental learning
opportunities with health departments. The learning opportunities for students would
themselves be tasks relevant to the mission of a health department.
3. RESPONSIBILITIES OF THE CONTRACTOR
A. The Faculty Principal Investigator (PI)/Director for the SAFER Team will be
responsible for the supervision, tracking, and maintenance of all activities to the
Intergovernmental Agreement (IGA).
The two (2) Graduate Research Assistants (GRAs) for the SAFER Team shall
each work a maximum of ten (10) hours per week on activities pertaining to this
Agreement.
C. The University of Arizona shall have students available to MCDPH when
requested during the academic calendar. Students should be available to
MCDPH within one (1) business day from the date of the request In the event
students are not available, the Faculty Director and/or Graduate Research
Assistant(s) will respond.
D. The SAFER annual report will be available to MCDPH for evaluation at the end of
each calendar year.
4. EXPECTATIONS AND METHODOLOGY
A. During Events and Exercises
The University of Arizona's Mel and Enid Zuckerman College of Public Health
(IVIEZCOPH) Student Aid for Field Epidemiology Response (SAFER) Team will
provide response aid to Maricopa County Department of Public Health (MCDPH)
during events, outbreaks, and emergencies. The SAFER Students will function
under the direction of OE in coordination with the Office of Preparedness and
Response (OPR). SAFER students serve on the field epidemiology team during
various large events in Maricopa County including sporting events, Annual Fiesta
College Bowls, Phoenix International Raceway (FIR) events, and other situations
when the decision is made by OE to activate the team.
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B. Assist with Outbreaks and Enteric Disease Investigations, Data Collection and
Analysis
During routine enteric disease investigations, pandemics, and other large
outbreaks, the students will function under the direction MCDPH OE for any
number of supportive functions including, but not limited to: survey creation,
phone interviews, medical record requests and chart extraction, email and web-
based interview distribution and collection. Analysis of data is limited to that
required for routine quality assurance analysis to ensure the IGA requirements
are being met and the annual SAFER report being produced. Additional
descriptive and/or complex data analysis may also be completed in collaboration
with OE following a written request and permission granted. Please see Section
5,1).1 for clarification.
In order to increase timeliness and efficiency on reports, it is understood by
MCDPH, the students will enter data into an online database and the faculty
PI/Director, GRAs, or other student workers will be responsible for transfer of the
data into MEDSIS (Medical Electronic Disease Surveillance Intelligence System)
on behalf of MCDPH. Priority of data collection and data entry will be determined
by MCDPH.
For outbreaks and single case investlgations, the data should be collected from
the clients/cases using MCDPH supplied forms. Any additional data collected
which is not included on the original MCDPH form shall be included in the online
database only with the express permission of MCDPH. MCDPH shall have full
access to and the right to examine, copy, and make use of any and all such data.
For large outbreak investigations, an optimal response rate of 33% or pre-
designated sample sized to adequately represent the population. To achieve an
optimal response rate during routine disease case investigations the following
contact methodology will be attempted.
For cases with contact phone numbers and address:
a. A maximum of up to three (3) attempted phone calls
b. An MCDPH standardized contact letter sent to address if
phone contact is unsuccessful after three (3) attempts
2. For cases with contact phone numbers, but no contact address:
a. A maximum of up to three (3) attempted phone calls
3. For cases with contact address, but no contact phone number:
a. A MCDPH standardized contact letter sent to address
4. For cases with no contact information:
a. Contact provider to retrieve contact address and/or phone
number
5. RIGHTS IN DATA
A. Confidential Information
1. SAFER shall not use, or disclose to any third party, identifiable data in
any manner whatsoever and will require its employees and agents who
have access to such information maintain the same in strict confidence. In
order for written information to be considered Confidential Information, it
must be identified as confidential at the time of disclosure by an
appropriate marking or the face thereof. In order to be considered
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confidential information, Confidential Information disclosed orally or in any
other transitory medium must be identified to the Receiving Party as
confidential orally at the time of disclosure and summarized in writing
within thirty (30) days after such disclosure. information may be returned
or destroyed upon request of the disclosing party excepting one (1) copy
for record purposes. SAFER's obligations hereunder shall not apply to
information which was already known to the receiving party prior to the
time of first disclosure, as demonstrated by contemporaneous, written
documentation; or
2. At the time of disclosure is in the public domain, or after the date of the
disclosure, lawfully becomes a part of the public domain other than
through breach of this Agreement by the receiving party; or
3. Is received without any obligation of confidentiality from a third party
having a legal right to disclose the same; or
4. Is independently developed by the receiving party by individuals without
access to such information, as demonstrated by contemporaneous,
written documentation; or
5. Is required to be disclosed by the receiving party pursuant to a legally
enforceable order, subpoena, or other valid regulation (Order), provided,
however, the receiving party promptly notifies the disclosing party in
advance of such disclosure and discloses only the information necessary
to comply with said order.
B. The Parties agree to:
1. Carefully restrict use and access of information to those designated by
MCDPH.
A. No data, aggregate of line fist, may be released outside of the P1
and GRA team.
B. If the SAFER PI or GRAs wish to request permission to analysis
beyond standard QA, as outlined in Section 4.B, a data request
must be submitted by the requesting party at
http://www.maricopaoov/epi
C. If SAFER receives a request for data access, they should direct
the party to http://www.maricopaoov/epi and MCDPH OE will then
work with that part on their request and all necessary
documentation for data release.
2. Prohibit identifying information about a person which was supplied under
the terms of this Agreement, from being released to anyone not working
on MCDPH/SAFER data collection.
3. Require all officers, agents, and employees to keep all such shared
information strictly confidential.
4. Communicate the requirements for this section to all officers, agents, and
employees discipline all persons who may violate the requirements of this
section; and notify the originating party in writing within forty-eight (48)
hours of any violation and corrective actions to be taken.
5. All parties who have access to the data will participate in any training
which shall be required or shall sign any documents which are reasonably
necessary to keep both parties in compliance with H1PAA, including but
not limited to, Business Associate Agreement, User Confidentiality
Affirmation Statement, HIPAA Training Certification or other H1PAA
related compliance documents.
6. The data shall only be accessed at locations which are considered
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physically secure for data access and use including, specified SAFER call
center or MCDPH offices. The data shall not be accessed at any public
venue.
7. For submission of abstracts, the abstract must be sent to MCDPH OE at
least seven (7) days prior to submission to review and comment on.
8. For publications and presentations external to the University of Arizona
which present MCDPH data or reference work done for or with MCDPH
under this or past IGAs, notification must be made and all materials
submitted for review to MCDOH OE at least thirty (30) days prior to
submission.
9. For studies, investigations, field experiences which lead to drafter
manuscripts, the SAFER student(s) most involved and/or PI will be invited
to contribute and have an author position relative to the amount of work
contributed to the manuscript.
6. AMENDMENTS AND EXTENSION
A. All amendment to this Agreement must be in writing and signed by both parties.
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SECTION IV COMPENSATION
l. COMPENSATION
REIMBURSEMENT RATE is $134,000 per year.
A. Subject to availability of funds, the County shall pay the University of Arizona for
the services described herein in the not-to-exceed amount of $134,000 per year.
B. Compensation will be reimbursed on a monthly fixed rate. Any changes to funds
allocated for this Agreement shall be adjusted via Amendment in writing and
signed by both parties.
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ATTACHMENT
SAFER Salmonella Investigation Protocol
MCDPH will facilitate getting access to MEDSIS for Kristen Pogreba-Brown and SAFER TAs
(Teaching Assistants) and will provide MEDSIS training and user manuals. If students are to
have access to MEDSIS, Kristen Pogreba-Brown or designee should submit student names and
signed user agreements at the beginning of each semester for each student needing access to
MEDSIS. Aurlmar Ayala is a MEDSIS liaison who will be responsible for deactivating student
MEDSIS accounts at the end of their rotation. Students who are staying on as members of
SAFER for more than one semester should have that noted as soon as possible to prevent
account deactivation.
MCDPH will provide salmonella specific investigation training for SAFER students every
semester. This can be incorporated into the training session normally given at the start of the
semester.
New Salmonella cases will be assigned by MCDPH triage to Kristen Pogreba-Brown, Teaching
Assistant (except for those cases indicating the case is a food handler, childcare worker or
attendee, or healthcare worker, these will be handled by MCDPH staff) which will then be
distributed to SAFER students for investigation. Kristen will be responsible for cross checking
each other's MEDSIS queue to assure if one or more of them are absent, Salmonella cases will
continue to be investigated in a timely manner.
MCDPH will provide SAFER with an abbreviated Salmonella investigation form to be used
during case interviews, students will attempt to interview the case within three (3) days of
receipt of a case and complete the investigation form.
If during the case investigation, the student determines the case is a food handler, childcare
worker or attendee and/or is a healthcare worker, SAFER will contact MCDPH EPI (602) 506-
6767 (as to speak with a surveillance nurse) and the cases will be assigned to a MCDPH staff
member.
If during the case investigation, the student(s) discover similarities between two (2) unrelated
cases (not members of the same household), SAFER will contact MCDPH EIJI (602) 506-6767
(as to speak with a surveillance nurse) and the cases will be assigned to a MCDPH staff
member. Similarities between cases could include:
• Consuming food or drink from the same establishment (excluding common
venues such as Taco Bell, McDonalds, Jack in the Box, etc. unless the unrelated
oases mention the same location).
• Visits to the same zoo, farm, pet shop, fair, water park, lake river, social
gathering, sporting event, etc.
• Cases which have similar travel related exposures.
• Cases which reside in the same facility (assisted living, halfway house, etc. or
attend the same adult daycare facility.
Upon completion of the form, Kristen Pogreba-Brown or a TA will enter information contained in
the form into corresponding MEDSIS fields within one (1) day. Note: Students will be using an
abbreviated investigation form, more fields are available in the MESIS DSO (disease specific
observation), and fields not captured during the case interview using the abbreviated form will
be left blank. "Key" critical MEDSIS fields will be addressed during training; these fields should
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be filled if at all possible. Any information/data collected during case interviews which does not
have a corresponding data entry field on the DSO shall be entered in the MEDSIS case notes
section.
After completion of the investigation and entry into MEDSIS, students will close their cases and
submit to Arizona Department of Health Services (ADHS) per MEDSIS training and protocol.
MCDPH will provide SAFER with an informational packet on Salmonella which can be emailed
to the person interviewed after obtaining their email address. For those cases who do not have
an email, SAFER will mail packets via USPS.
The informational packet includes instruction and a seven (7) day food history to be completed
by the case and returned to ADHS via email or USPS. SAFER will request the person not to
reveal their salmonella diagnosis when sending via email, simply complete the history and send
to ADHS as indicated. ADHS will enter information gained from the returned seven (7) day food
history into MEDSIS.
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