CN-640000-COPCA-A1.pdf

West Central Florida Disaster Services, Inc.

STATE OF FLORIDA

DEPARTMENT OF HEALTH

CONTRACT # COPCA

AMENDMENT # 1

This amendment, entered into between the State of Florida, Department of Health, hereinafter referred to as “the Department” and West Central Florida Disaster Services, inc., hereinafter referred to as “Provider,” amends contract # COPCA.

The Department and Provider amend this contract to revise and replace the Attachment I. Accordingly, the contract is amended as follows:

1. Pages 14-44, Attachment I, are deleted in their entirety and replaced with the revised Attachment I attached hereto.

2. This amendment will begin on November 1, 2024, or the date on which the amendment has been signed by both parties, whichever is later.

All provisions in the contract and any attachments thereto in conflict with this amendment are hereby changed to conform with this amendment.

All provisions not in conflict with this amendment are still in effect and are to be performed at the level specified in the contract.

This amendment and all its attachments are hereby made a part of the contract.

IN WITNESS THEREOF, the parties hereto have caused this 27-page amendment to be executed by their officials thereunto duly authorized.

Provider: WEST CENTRAL FLORIDA STATE OF FLORIDA

DISASTER SERVICES, INC. DEPARTMENT OF HEALTH

SIGNED SIGNED

BY: BY: _____________________

NAME: Franklin Riddle NAME: Mike Mason

TITLE: Executive Director TITLE: Assistant Deputy

Secretary for Health

DATE: DATE: ___________________

FEDERAL ID NUMBER: F20-4507312 001

Docusign Envelope ID: B14D9C7E-6F6F-4D22-9B41-532DCAAFF503

12/6/2024 12/6/2024

WEST CENTRAL FLORIDA DISASTER SERVICES, INC.

CONTRACT # COPCA

ATTACHMENT I

A. Services to be Provided

1. General Description

a. General Statement: The contract is for the provision of emergency preparedness and response services for Healthcare Coalitions.

b. Authority: Sections 20.43(1)(d) and (e) and 381.0011(7), Florida Statutes.

2. Definition of Terms

a. Access Needs: The resources that all people must have access to such as social services, accommodations, information, transportation, medications to maintain health, etc.

b. Administration for Strategic Preparedness and Response (ASPR): The federal entity that leads the nation’s medical and public health preparedness for, response to, and recovery from disasters and public health emergencies. ASPR collaborates with hospitals, HCCs, biotech firms, community members, state, local, tribal, and territorial governments, and other partners across the country to improve readiness and response capabilities.

c. Business Days: Monday through Friday, excluding state of Florida holidays, which are New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Friday after Thanksgiving, and Christmas Day.

d. Capabilities: Categories of preparedness and response activities under the Hospital Preparedness Program that, if conducted, represent the ideal state of readiness for emergencies that impact the public’s health. There are four such capabilities, including Foundation for Health Care and Medical Readiness, Health Care and Medical Response Coordination, Continuity of Health Care Service Delivery, and Medical Surge.

e. Clinical Advisor: A physician, advance practice provider, or registered nurse that are from a lead or co-lead hospital or health care organization and is clinically active (i.e., works shifts and sees patients).

f. Coalition Readiness Verification System (CRVS): An application accessible at https://crvs.flhealthresponse.com/ that gives Provider support automation.

g. Communities Most Impacted by Disasters: A term inclusive of at-risk individuals, including children, pregnant individuals, older adults, individuals with disabilities, or others who may have access and functional needs in the event of an emergency (i.e. individuals with chronic physical or behavioral health conditions or immunocompromised individuals; individuals at risk due to their geographic location and/or limited access to health care, such as those in rural, frontier, or otherwise isolated areas; individuals at risk due to the specific risk profile of a disaster or emergency; etc.).

h. Continuity of Operations Plan (COOP): A plan that describes immediate actions and assessments in case of disruptions; provides multiple points of contact for each HCC member; describes orders of succession and delegations of authority for leadership continuity; describes processes for safety assessment and resource inventory to determine ongoing HCC operations; describes redundant, replacement, or supplemental resources, including communications systems; describes strategies for addressing disruptions to mission critical systems, including disruptions resulting from cyber incidents; and list essential records and forms, including locations of electronic and hard copies.

i. Core HCC Member Organization Types: Includes Acute Care Hospitals, public health agencies, emergency management offices, and emergency medical services.

j. Disaster: A hazard impact causing adverse physical, social, psychological, economic, or political effects that challenges the ability to respond rapidly and effectively. Despite a stepped-up capacity and capability (call-back procedures, mutual aid, etc.) and change from routine management methods to an incident command/ management process, the outcome is lower than expected compared with a smaller scale or lower magnitude impact.

k. Emergency: A hazard impact causing adverse physical, social, psychological, economic, or political effects that challenges the ability to respond rapidly and effectively. It requires a stepped-up capacity and capability (call-back procedures, mutual aid, etc.) to meet the expected outcome, and commonly requires change from routine management methods to an incident command process to achieve the expected outcome.

l. Emergency Support Function 8 – Public Health and Medical (ESF-8): One of 18 Emergency Support Functions that comprises the State Emergency Response Team described in the State of Florida Comprehensive Emergency Management Plan available at https://www.floridadisaster.org/globalassets/cemp/2020-cemp/2020-state-cemp.pdf. The Department is the lead agency for ESF-8 in Florida. The ESF-8 provides the mechanism for coordinated federal assistance to supplement state, tribal, and local resources in response to an Emergency.

m. Functional Needs: The restrictions or limitations an individual may have that requires assistance before, during, or after a Disaster or public health emergency.

n. Hazard Vulnerability Analysis (HVA): A systematic approach to identifying all hazards that may affect an organization and its community, assessing the risk (probability of hazard occurrence and the consequence for the organization) associated with each hazard, and analyzing the findings to create a prioritized comparison of hazard vulnerabilities. The consequence, or “vulnerability,” is related to both the impact on organizational function and the likely service demands created by the hazard impact.

o. Health Care Coalition (HCC): A coordinating body that incentivizes diverse and often competitive health care organizations and other community partners with differing priorities and objectives to work together to prepare for, respond to, and recover from emergencies and other incidents that impact the public’s health.

p. HCC Member: An entity within the HCC Jurisdiction that actively contributes to HCC strategic planning, identification of gaps and mitigation strategies, operational planning and response, information sharing, and resource coordination and management.

q. HCC Readiness and Response Coordinator (RRC): An individual who serves as the HCC’s administrative and programmatic point of contact during everyday operations, including managing communications, systems, and coordination with the Department. The RRC oversees HCC planning activities, including coordinating trainings, facilitating exercises, ensuring financial sustainability, and developing budgets. The RCC leads reviewing and activating the Readiness Plan, supporting the HCC in steady state and in response, and leading engagement with non-clinical community partners.

r. HCC Jurisdiction: A Department assigned geographical areas per the

Florida HCC map at https://floridahealth.sharepoint.com/sites/External/FLHCC/HCC%20Reso urces/Forms/AllItems.aspx?viewpath=%2Fsites%2FExternal%2FFLHCC %2FHCC%20Resources%2FForms%2FAllItems%2Easpx&id=%2Fsites %2FExternal%2FFLHCC%2FHCC%20Resources%2FContact%20Lists& viewid=fa8856e3%2D552b%2D482f%2D8283%2D350265f02ae8. The HCC Jurisdiction for this contract is Region 4.

s. HCC Readiness Plan: A plan that provides a roadmap for the HCC to address strategic priorities, implement the cooperative agreement activities, and develop and grow as an organization.

t. HCC Response Plan: A plan that describes HCC operations that support strategic planning, information sharing, and resource management. The plan also describes the integration of these functions with the ESF-8 lead agency to ensure information is provided to local officials and to effectively communicate and address resource and other needs requiring ESF-8 assistance.

u. HCC Task Force (HCCTF): A group consisting of Florida HCCs and subject matter experts whose purpose is to work collaboratively to impart knowledge, expertise, advice, support and recommendations to HCCs and the Department’s Bureau of Preparedness and Response, as it relates to HCC development and sustainment in Florida, with the goal of building and strengthening local, regional and state healthcare capacity and capability in the event of an Emergency or Disaster.

v. HCC SharePoint: The Department’s website available at https://floridahealth.sharepoint.com/sites/External/FLHCC/SitePages/Hom e.aspx.

w. Health Care Facility: Any asset where point-of-service medical care is regularly provided or provided during an incident. It includes hospitals, integrated health care systems, private physician offices, outpatient clinics, nursing homes, and other medical care configurations. During an emergency response, this could also include alternative medical care facilities and sites where definitive medical care is provided by emergency medical services and other field personnel.

x. Health Care Preparedness and Response Capabilities (HPP

Capabilities): A guidance document accessible at https://floridahealth.sharepoint.com/:b:/s/External/FLHCC/EXMCxysSy1Z Fpivs482ynioBT5kCWJrbroAF5vQFDFiFIg?e=qLBXjT that was created by ASPR, to describe what health care delivery system partners, including HCCs, health care organizations, and emergency medical services, must do to effectively prepare for and respond to Emergencies.

y. Hospital Preparedness Program (HPP): An ASPR program that, through its support for health care coalitions (HCCs), prepares the health care delivery system to save lives during emergencies that exceed the day-to-day capacity of health care and emergency response systems. As the primary source of federal funding for health care delivery system preparedness and response, HPP enables the formation of public-private partnerships among multiple types of health care, public health, and emergency management organizations, empowering health care entities across the nation to save lives during disasters and emergencies.

z. HPP Notice of Funding Opportunity (NOFO): A funding opportunity issued by the ASPR to awardees and HCCs to strengthen and enhance the readiness of the public health and health care delivery system to save lives during Emergencies.

aa. JRA: An assessment to identify potential hazards, vulnerabilities, and risks within the community, including interjurisdictional (i.e., cross-border) risks (as appropriate) that specifically relate to the public health, medical, and mental/behavioral systems and to the functional needs of at-risk individuals.

bb. Medical Response and Surge Exercise (MRSE): A functional exercise designed to examine and evaluate the ability of HCCs and other stakeholders to support medical surge, and specifically, how HCCs help patients receive the care they need at the right place, at the right time, and with the right resources during medical surge; decrease deaths, injuries, and illnesses resulting from medical surge; and promote health care delivery system resilience in the aftermath of medical surge.

cc. National Incident Management System (NIMS): A comprehensive, national approach to incident management that guides all levels of government, nongovernmental organizations, and the private sector to work together to prevent, protect against, mitigate, respond to, and recover from incidents which can be found at https://training.fema.gov/nims/.

dd. Non-Federal Sources: The total amount of funding directly made available to the HCC from other Non-Federal Sources (e.g., state or municipal funding, non-federal public-private partnership, or nonprofit or foundation grant).

ee. Other Federal Sources: The total amount of funding made directly available to the HCC from other federal sources.

ff. Preparedness Advisory Committee (PAC): A Florida Department of Health committee that brings together leadership from governmental and nongovernmental partners to integrate preparedness efforts, identify gaps and needs and work collaboratively to address them. This PAC serves as the advisory committees required for both the Hospital Preparedness Program and Public Health Emergency Preparedness Cooperative Agreements.

gg. Quarter: A three-month period of the contract, coinciding with the state’s fiscal year. The quarters are July through September (first quarter), October through December (second quarter), January through March (third quarter), and April through June (fourth quarter).

hh. Royal 4 System: The Department’s emergency statewide inventory management system.

ii. Safety Communique (SAFECOM): A Cybersecurity and Infrastructure Security Agency program that collaborates with emergency responders and stakeholders to improve interoperability across jurisdictions and disciplines.

3. Clients to be Served: Health care, emergency response, and public health organizations throughout the HCC Jurisdiction.

B. Manner of Service Provision

1. Scope of Work: Provider will update the Royal 4 System; comply with data security and confidentiality terms; attend HCCTF meetings; update a completed budget, maintain governance information; conduct or update an HVA; complete a readiness assessment; conduct or update a cybersecurity assessment; plan for an extended downtime health care delivery impact assessment; provide input for the state-level strategic plan; update, submit, and distribute a readiness plan;

update, submit, and distribute a training and exercise plan; update, submit, and distribute the HCC Response Plan; develop, submit, and distribute a COOP; hold a MRSE; submit job descriptions: and complete and submit a Quarterly Progress Report.

a. Task List: Provider will perform the following tasks:

1) Ensure the Royal 4 System is updated throughout the contract term as follows:

a) Enter all tangible preparedness and response items purchased with contract funds into the Royal 4 system within 30 calendar days of the item invoice date.

b) Run an Inventory Movement Report to confirm that the

Royal 4 System is up to date, ensuring that the start date of the report is the first day in the quarter for which the report is submitted and that the end date of the report is the last day in the quarter for which the report is submitted.

c) Save the Royal 4 System Inventory Movement Report as a single PDF file and title the file as "Contract#_Task#_Submission Date (MMDDYYYY)”.

d) Submit the Royal 4 System Inventory Movement Report file via email to the Contract Manager by October 15, January 15, April 15, and June 15 of each contract year.

e) Upload the Royal 4 System Inventory Movement Report file in the CRVS by October 15, January 15, April 15, and June 15 of each contract year.

f) Document the date of each update to the Royal 4 Systems in the Quarterly Progress Report.

2) Always comply with the terms of the Data Security and Confidentiality provisions (Attachment II) throughout the contract term. Document compliance by providing a statement or attestation certifying this requirement is met in the Quarterly Progress Report.

3) Attend HCCTF meetings and calls as directed by the Department.

Document the date of each meeting or call and the name of each of Provider’s staff in attendance in the Quarterly Progress Report.

4) Upload the completed HCC Budget using the template at https://floridahealth.sharepoint.com/sites/External/FLHCC/HCC%2 0Resources/Forms/AllItems.aspx?viewpath=%2Fsites%2FExterna l%2FFLHCC%2FHCC%20Resources%2FForms%2FAllItems%2E aspx&id=%2Fsites%2FExternal%2FFLHCC%2FHCC%20Resourc es%2FContract%20Guidance%20and%20Templates&viewid=fa8 856e3%2D552b%2D482f%2D8283%2D350265f02ae8 as an Excel file in ASPR’s designated tracking system by July 15.

Remove any previous versions of the budget from ASPR’s designated tracking system as applicable. Submit a screenshot of the uploaded HCC Budget Template to the Contract Manager via email and in the CRVS by July 15.

5) Maintain, update, and submit HCC governance information throughout the contract term as follows:

a) Ensure the HCC governance information includes the following:

(1) An organizational structure capable of supporting

HCC activities.

(2) HCC Member guidelines for participation and engagement in HCC meetings and activities.

(3) Policies and procedures focused on supporting acute health care service delivery through communication and coordination.

(4) HCC integration with existing state, local, and member-specific incident management structures and roles.

b) Compile the HCC governance information into a single PDF file and title the file as "Contract#_Task#_Submission Date (MMDDYYYY)”.

c) Submit the HCC governance information via email to the Contract Manager and upload the file in the CRVS and in ASPR’s designated tracking system by July 15.

d) Update the HCC governance information as necessary.

Document any updates to the governance information in the Quarterly Progress Report.

6) Provide information about the HCCs county boundaries within the

HCC Jurisdiction as follows:

a) Create an HCC Jurisdiction map that includes county boundaries in a single PDF file.

b) Title the HCC Jurisdiction map file as “Contract#_Task#_Submission Date (MMDDYYYY)”.

c) Submit the HCC Jurisdiction map in the CRVS and ASPR’s designated tracking system by January 15 of each contract year.

d) Update the jurisdictional information as needed during the contract year to reflect any jurisdictional boundary changes that occur. Document any such changes in the Quarterly

7) Conduct or update a HVA and maintain, update, and submit the

HVA Report by January 15 as follows:

a) Conduct or update a HVA of the HCC Jurisdiction’s characteristics (such as risks for natural or man-made Disasters, geography, and critical infrastructure assessment component that addresses population characteristics (including demographics)) and the individuals who might require additional help in an Emergency (such as children; pregnant women; seniors;

and individuals with Access Needs and Functional Needs, including people with disabilities and others with unique needs (available from the Florida Access and Functional Needs Profile in FLhealthcharts.gov)). Conduct or update a HVA as follows:

(1) Coordinate with state and local emergency management organization assessments (e.g., THIRA) and any public health hazard assessments (e.g., JRA) in conducting the HVA.

(2) Ensure HCC Members participate in conducting the

HVA.

(3) Use a variety of HVA tools in conducting the HVA.

(4) Ensure health care facilities, EMS, and other health care organizations provide input while conducting the HVA.

b) Update the HVA Report based on the HVA. Ensure health care facilities, EMS, and other health care organizations provide input into the update of the HVA Report based on their facility’s or organization’s HVAs. Include the following in the HVA Report:

(1) A summary describing the process to update the

HVA Report to verify that the HCC coordinated with state and local emergency management organization assessments and any public health hazard assessments.

(2) A list of HCC Members that participated in conducting the HVA.

(3) A list of the HVA tools that were used in conducting the HVA.

(4) An assessment component of the HCC Jurisdiction’s characteristics.

(5) An assessment component that addresses population characteristics and considers those individuals who might require additional help in an Emergency.

(6) The dates and descriptions of the meetings and conference calls that took place to update the HVA.

(7) A description of how the HVA Report will be distributed to the HCC Members and local health and emergency management officials and organizations.

c) Title the HVA Report as "Contract#_Task#_Submission

Date (MMDDYYYY)" and save it as a PDF file.

d) Submit the HVA Report via email to the Contract Manager and upload it in the CRVS and ASPR’s designated tracking system by January 15.

e) Remove previous versions of the HVA Report from ASPR’s designated tracking system as applicable.

f) Distribute the HVA Report to HCC Members and local health and emergency management officials and organization in accordance with the report.

g) Document the date and method of distribution in the HVA

Report in the Quarterly Progress Report.

h) Summarize in the Quarterly Progress Report how health care facilities, EMS, and other health care organizations provided input into the update of the HVA Report based on their facility’s or organization’s HVAs.

8) Complete, submit, and distribute a readiness assessment as follows:

a) Complete a readiness assessment detailing the HCC’s capacity and capability to carry out NOFO activities, conduct health care preparedness and response operations, and address health care readiness gaps, using the readiness assessment materials provided by ASPR.

b) Save the readiness assessment as "Contract#_Task#_Submission Date (MMDDYYYY)" in a single PDF file.

c) Submit the readiness assessment via email to the Contract Manager by January 15.

d) Upload the readiness assessment in the CRVS and ASPR’s designated tracking system by January 15.

e) Remove any previous versions of the readiness assessment from ASPR’s designated tracking system as applicable.

f) Distribute the readiness assessment to HCC Members by January 15.

g) Document the date and method the readiness assessment was distributed in the Quarterly Progress Report.

9) Conduct or update a supply chain integrity assessment as follows:

a) Collaborate with public entities and private partners to conduct or update the assessment.

b) Include the following sections in the assessment:

(1) Table of Contents

(2) Resource Needs

(3) Vulnerabilities

(4) Current Access and Infrastructure

(5) Impact on Communities

(6) Mitigation Strategies

c) Save the supply chain integrity assessment as

d) Submit the supply chain integrity assessment via email to the Contract Manager by January 15.

e) Upload the supply chain integrity assessment in the CRVS and ASPR’s designated tracking system by January 15.

f) Remove any previous versions of the supply chain integrity

g) Distribute the supply chain integrity assessment to HCC

Members by January 15.

h) Document the date and method the supply chain integrity assessment was distributed in the Quarterly Progress

10) Conduct, submit, and distribute a cybersecurity assessment as

a) Conduct an assessment of cybersecurity practices and identify, at a high level, the practices and/or systems that the HCC has in place that correspond to the Healthcare and Public Health (HPH) Sector-Specific Cybersecurity Performance Goals (CPGs) available at https://hphcyber.hhs.gov/performance-goals.html to strengthen cyber preparedness and resiliency.

b) Include the following in the cybersecurity assessment:

(2) Description of the impact of a potential cyber incident on Communities Most Impacted by Disasters.

(3) Identification of mitigation strategies.

(4) Based on the ten essential HPH Sector Specific CPGs at https://hphcyber.hhs.gov/performance-goals.html, include where the HCC may have gaps and identify mitigation strategies that will address these priority areas for cyber preparedness and resiliency.

c) Save the cybersecurity assessment as

d) Submit the cybersecurity assessment email to the Contract

Manager by June 15.

e) Upload the cybersecurity assessment in the CRVS and ASPR’s designated tracking system by June 15.

f) Remove any previous versions of the cybersecurity

g) Distribute the cybersecurity assessment to HCC Members by June 15.

h) Document the date and method the cybersecurity assessment was distributed in the Quarterly Progress

11) Conduct an extended downtime health care delivery impact assessment as follows:

a) By June 15, collaborate with stakeholders to conduct an extended downtime health care delivery impact assessment:

(1) Clinical and operational functions that may be impacted by an extended downtime event affecting coalition- or jurisdiction-wide systems.

(2) Impact of a potential downtime event on Communities Most Impacted by Disasters.

(3) Existing mitigation strategies to address potential impacts, including how the HCC currently integrates with the ESF-8 lead agency coordinating health care response incident management to address extended downtime events.

(4) Coalition-level resources available to support response to an extended downtime event, including the ability of health care partners to support patient care in critical medical service areas in the event of an extended downtime event affecting the HCC or its members.

(5) The escalation of downtime event risks and/or realized events to the state level.

b) Save the extended downtime health care delivery impact assessment as "Contract#_Task#_Submission Date (MMDDYYYY)" in a single PDF file.

c) Submit the extended downtime health care delivery impact assessment via email to the Contract Manager by June 15.

d) Upload the extended downtime health care delivery impact assessment in the CRVS and ASPR’s designated tracking system by June 15.

e) Remove any previous versions of the extended downtime health care delivery impact assessment from ASPR’s

f) Distribute the extended downtime health care delivery impact assessment to HCC Members by June 15.

g) Document the date and method the extended downtime health care delivery impact assessment was distributed in

12) Provide input into the state-level strategic plan as follows:

a) Participate in the Preparedness Advisory Committee (PAC) meetings and activities as directed by the Department.

b) Document the date of each meeting or activity and the name of each of Provider’s staff who participated in the Quarterly Progress Report.

13) Update, submit, and distribute an HCC Readiness Plan as follows:

a) Update the HCC Readiness Plan by March 15.

b) Include the following in the HCC Readiness Plan:

(2) Description of top five strategic priorities of the

HCC(s).

(3) Description of how the HCC will implement activities, including the HCC’s method for:

(a) Developing the required materials identified in the NOFO, including approach, timelines, and expected milestones.

(b) Addressing gaps identified through assessments.

(c) Engaging community partners.

(d) Facilitating continuous improvement from the previous contract year.

(4) Description of how the HCC will develop as an organization, including how the HCC will:

(a) Manage and improve administrative and financial functions.

(b) Communicate the benefits of HCC activities to health care readiness partners, community partners, and other key audiences (e.g., engaging leader “champions”).

c) Save the HCC Readiness Plan as

d) Submit the HCC Readiness Plan via email to the Contract Manager by March 15.

e) Upload the HCC Readiness Plan in the CRVS and ASPR’s designated tracking system by March 15.

f) Remove any previous versions of the HCC Readiness Plan from ASPR’s designated tracking system as applicable.

g) Distribute the HCC Readiness Plan to HCC Members by March 15.

h) Document the date and method the HCC Readiness Plan was distributed in the Quarterly Progress Report.

14) Update, submit, and distribute a training and exercise plan as

a) Update the training and exercise plan by March 15 and ensure the updated training and exercise plan includes the following:

(1) Table of Contents.

(2) Description of how the HCC will engage the healthcare workforce in trainings and exercises.

(3) Description of how the HCC will select which trainings and exercises to conduct.

(4) Description of any existing partnerships or resources the HCC can use to support training and exercises.

(5) Calendar or timeline of planned trainings and exercises through June 30, 2029.

(6) Intended audiences and outcomes for the training and exercises.

(7) A description of how the HCC will assist members with NIMS implementation throughout the period of performance.

(8) A description of how the HCC will complete the following NIMS activities:

(a) Ensure that HCC leadership receives NIMS training based on evaluation of existing NIMS education levels and needs.

(b) Promote NIMS implementation among HCC members, including training and exercises, to facilitate operational coordination with public safety and emergency management organizations during an emergency using an incident command structure.

(c) Assist HCC members with incorporating

NIMS components into their emergency operations plans.

b) Save the training and exercise plan as

"Contract#_Task#Submission Date (MMDDYYYY)" in a PDF file.

c) Submit the training and exercise plan via email to the Contract Manager by March 15.

d) Upload the training and exercise plan in the CRVS and ASPR’s designated tracking system by March 15.

e) Remove any previous versions of the training and exercise plan from ASPR’s designated tracking system as

f) Distribute the training and exercise plan to HCC Members by March 15.

g) Document the date and method the training and exercise plan was distributed in the Quarterly Progress Report.

15) Update, submit, and distribute an HCC Response Plan as follows:

a) Update the HCC Response Plan to include the following sections:

(2) Information Sharing Plan

(3) Resource Management Plan

(4) Medical Surge Support Plan

b) Save the HCC Response Plan as

c) Submit the HCC Response Plan via email to the Contract Manager by June 15.

d) Upload the file in the CRVS and ASPR’s designated tracking system by June 15.

e) Remove previous versions of the HCC Response Plan from ASPR’s designated tracking system as applicable.

f) Distribute the HCC Response Plan to HCC Members by June 15.

g) Document the date and method the HCC Response Plan is distributed in the Quarterly Progress Report.

16) Develop or update, submit, and distribute a COOP as follows:

a) Develop or update a COOP to include the following sections:

(2) Activation

(3) Coordination Role

(4) Leadership Continuity

(5) Continuity Determinations

(6) Supplemental Resources

(7) Critical Infrastructure Disruption Mitigation

(8) Essential Records

b) Save the COOP as "Contract#_Task#_Submission Date (MMDDYYYY)" in a single PDF file.

c) Submit the COOP file via email to the Contract Manager by June 15.

d) Upload the COOP file in the CRVS and ASPR’s designated tracking system by June 15.

e) Remove previous versions of the COOP from ASPR’s

f) Distribute the COOP to HCC Members by June 15.

g) Document the date and method the COOP was distributed in the Quarterly Progress Report.

17) Hold a MRSE by May 31, to assess the HCC's capacity to support a large-scale, community-wide medical surge incident and complete and submit the ASPR MRSE Exercise Planning and Evaluation Tool as follows:

a) Hold a MRSE in accordance with the MRSE Evaluation

Plan, MRSE Situation Manual, and MRSE Planning and Evaluation Tool available at https://floridahealth.sharepoint.com/sites/External/FLHCC/ HCC%20Resources/Forms/AllItems.aspx?vieewpath=%2F sites%2FExternal%2FFLHCC%2FHCC%20Resources%2 FForms%2FAllItems%2Easpx&id=%2Fsites%2FExternal% 2FFLHCC%2FHCC%20Resources%2FContract%20Guida nce%20and%20Templates&viewid=fa8856e3%2D552b%2 D482f%2D8283%2D350265f02ae8

b) Invite the BPR Training and Exercise Section, via email to the BPR Training and Exercise Section Administrator, to participate in the MRSE, a minimum of 30 calendar days prior to the exercise.

c) Ensure each of the items on the MRSE Recipient Review

Guide at https://floridahealth.sharepoint.com/sites/External/FLHCC/ HCC%20Resources/Forms/AllItems.aspx?vieewpath=%2F sites%2FExternal%2FFLHCC%2FHCC%20Resources%2 FForms%2FAllItems%2Easpx&id=%2Fsites%2FExternal% 2FFLHCC%2FHCC%20Resources%2FContract%20Guida nce%20and%20Templates&viewid=fa8856e3%2D552b%2 D482f%2D8283%2D350265f02ae8 are met.

d) Save the completed ASPR MRSE Exercise Planning and

Evaluation Tool as "Contract#_Task#_Submission Date (MMDDYYYY)" in an Excel file.

e) Submit the completed ASPR MRSE Exercise Planning and

Evaluation Tool via email to the Contract Manager and upload it in the CRVS and ASPR’s designated tracking system within 90 calendar days following the exercise or no later than June 15, whichever occurs first.

f) Document the date of the planned or completed MRSE in each quarter’s Quarterly Progress Report.

g) Document the date of the BPR Training and Exercise Section invitation to participate in the MRSE in the

h) Document the name of the BPR Training and Exercise

Section representative who participated in the MRSE in the

18) Create and submit job descriptions as follows:

a) For each individual who receives HPP funds as part or all of their salary/benefits, complete a job description.

b) Save the job description(s) as

c) Submit the job description(s) file via email to the Contract

Manager by April 15.

d) Upload the job description(s) file in the CRVS by April 15.

19) Complete and submit the Quarterly Progress Report as follows:

a) Complete the Quarterly Progress Report available at https://floridahealth.sharepoint.com/sites/External/FLHCC/ HCC%20Resources/Forms/AllItems.aspx?viewpath=%2Fsi tes%2FExternal%2FFLHCC%2FHCC%20Resources%2FF orms%2FAllItems%2Easpx&id=%2Fsites%2FExternal%2F FLHCC%2FHCC%20Resources%2FContract%20Guidanc e%20and%20Templates&viewid=fa8856e3%2D552b%2D 482f%2D8283%2D350265f02ae8.

b) Include the information as specified in the Tasks above in

c) Include the progress for each Task in the Quarterly

d) Save the Quarterly Progress Report as

e) Submit the Quarterly Progress Report within 15 calendar days after the end of each quarter via email to the Contract Manager and upload it in the CRVS.

b. Deliverables: Provider must complete or submit the following deliverables in the time and manner specified:

1) Quarterly: Provision of emergency preparedness services with submission of supporting documentation as specified in Tasks B.1.a.1) through B.1. a.19).

c. Performance Measures: Deliverables must be met at the following minimum level of performance:

1) Deliverable B.1.b.1):

a) Royal 4 System must be updated as specified.

b) The Data Security and Confidentiality form must be complied with as specified.

c) HCCTF meetings and calls must be attended as specified.

d) The HCC Budget Template must be uploaded as specified.

e) HCC governance must be maintained, updated, and submitted as specified.

f) Information about the HCCs county boundaries within the

HCC Jurisdiction must be provided as specified.

g) The HVA Report must be maintained, updated, submitted, and distributed as specified.

h) The readiness assessment must be completed, submitted, and distributed as specified.

i) The cybersecurity assessment must be conducted or updated as specified.

j) An extended downtime health care delivery impact assessment must be planned for as specified.

k) Input for the state-level strategic plan must be provided as specified.

l) The Readiness Plan must be updated, submitted, and distributed as specified.

m) The training and exercise plan must be updated, submitted, and distributed as specified.

n) An HCC Response Plan must be updated, submitted, and

o) A COOP must be developed or updated, submitted, and

p) A MRSE must be held as specified.

q) The job description(s) for staff paid with HPP funds must be submitted as specified.

r) The Quarterly Progress Report must be completed and submitted as specified.

2. Financial Consequences: Failure of Provider to complete or submit a deliverable in the time and manner specified will result in a reduction in payment for that deliverable as follows:

a. Deliverable B.1.b.1):

1) Failure to update the Royal 4 System as specified will result in a three percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission from the Provider or resubmission from the Provider 10 or more business days after the task due date.

2) Failure to comply with the Data Security and Confidentiality form as specified will result in a four percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission from the Provider or resubmission from the Provider 10 or more business days after the task due date.

3) Failure to attend HCCTF meetings and calls as specified will result in a four percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission from the Provider or

4) Failure to upload the HCC Budget Template as specified will result in a three percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission from the Provider or

5) Failure to maintain, update, and submit the HCC governance as specified will result in a three percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission

6) Failure to provide information about the HCCs county boundaries within the HCC Jurisdiction as specified will result in a three percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission from the Provider or resubmission from the Provider 10 or more business days after the task due date.

7) Failure to maintain, update, submit, and distribute the HVA Report as specified will result in a four percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission

8) Failure to complete, submit, and distribute the readiness assessment as specified will result in a four percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission from the Provider or resubmission from the Provider 10 or more business days after the task due date.

9) Failure to conduct or update a cybersecurity assessment as specified will result in a four percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission

10) Failure to plan for an extended downtime health care delivery impact assessment as specified will result in a four percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission from the Provider or resubmission from the Provider 10 or more business days after the task due date.

11) Failure to provide input for the state-level strategic plan as invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission

12) Failure to update, submit, and distribute a readiness plan as invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission

13) Failure to update, submit, and distribute a training and exercise plan as specified will result in a four percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission from the Provider or resubmission from the Provider 10 or more business days after the task due date.

14) Failure to update, submit, and distribute the HCC Response Plan as specified will result in a three percent reduction in that quarter’s invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission

15) Failure to develop, submit, and distribute a COOP as specified will result in a three percent reduction in that quarter’s invoice amount.

An additional reduction of two percent will be assessed on the invoice amount for the third revised submission from the Provider or resubmission from the Provider 10 or more business days after

16) Failure to hold a MRSE and complete and submit the ASPR

MRSE Exercise Planning and Evaluation Tool as specified will result in a four percent reduction in that quarter’s invoice amount.

An additional reduction of two percent will be assessed on the invoice amount for the third revised submission from the Provider or resubmission from the Provider 10 or more business days after

17) Failure to submit job descriptions for staff paid with HPP funds as invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission

18) Failure to complete and submit the Quarterly Progress Report as invoice amount. An additional reduction of two percent will be assessed on the invoice amount for the third revised submission

3. Service Location, Times, and Equipment

a. Service Delivery Location: Service will be coordinated from Provider’s location of 7300 Bryan Dairy Road, Suite 450, Largo, FL, 33777.

b. Service Times: Service must be provided during business days from 9:00 a.m. to 5:00 p.m. Provider may work outside of Service Times.

c. Equipment: Equipment purchased using funds from this contract must be approved in advance by the Contract Manager and reflected in the approved budget.

4. Staffing Requirement:

a. Staffing Level: Provider must maintain an adequate administrative and organizational structure sufficient to complete the deliverables under the contract.

b. Staffing Changes: Notify the Contract Manager in writing within 72 hours of any staffing changes that will affect Provider’s ability to complete the deliverables under the contract.

c. Subcontractor: Subcontractors are allowed to provide services under this contract.

C. Method of Payment:

1. Payment: This is a fixed price, fixed fee contract. The Department will pay

Provider for satisfactory completion of the deliverables as specified in Section B.1.b., of this contract, a total dollar amount not to exceed $1,206,316.00.

Payments will be made quarterly in the amount of $301,579.00.

2. Unit of Service: A unit of service will consist of one quarter of completed required deliverables as specified in Section B.1.b. A quarter of deliverables will include all deliverables due in that quarter, including any monthly or annual deliverables scheduled for delivery in a particular quarter.

3. Invoice Requirements: Provider must complete the Invoice Template available at https://floridahealth.sharepoint.com/sites/External/FLHCC/HCC%20Resources/F orms/AllItems.aspx?viewpath=%2Fsites%2FExternal%2FFLHCC%2FHCC%20R esources%2FForms%2FAllItems%2Easpx&id=%2Fsites%2FExternal%2FFLHC C%2FHCC%20Resources%2FContract%20Guidance%20and%20Templates&vi ewid=fa8856e3%2D552b%2D482f%2D8283%2D350265f02ae8 and submit it via email to the Contract Manager within 15 calendar days from the end of each quarter. The final quarter’s invoice must be submitted within 30 calendar days from the end of the year.

4. Supporting Documentation Requirements

a. Budget: Complete the HCC Budget Template available at https://floridahealth.sharepoint.com/sites/External/FLHCC/HCC%20Reso urces/Forms/AllItems.aspx?viewpath=%2Fsites%2FExternal%2FFLHCC %2FHCC%20Resources%2FForms%2FAllItems%2Easpx&id=%2Fsites %2FExternal%2FFLHCC%2FHCC%20Resources%2FContract%20Guida nce%20and%20Templates&viewid=fa8856e3%2D552b%2D482f%2D828 3%2D350265f02ae8 and attach the completed HCC Budget Template for the initial contract year upon contract execution. Each subsequent contract year, the budget must be submitted to the Contract Manager for approval by May 1. Any revisions to an approved budget or budget justification must be submitted to the Contract Manager for review and approval prior to implementation. No budget revisions will be allowed after May 31. Complete the HCC Budget Template as follows:

1) Ensure the total does not exceed the total contract amount.

2) Include individual lines per expense.

3) Ensure each line item is associated with at least one Capability, objective, or activity.

4) Ensure each line item is listed in the appropriate category of "Personnel,” "Travel,” "Equipment,” "Supplies,” "Contractual,” or "Other.”

5) Ensure each line item (except for personnel) includes a detailed, justification that includes the intended user and benefit to the

HPP.

6) Ensure each line item is reasonable and consistent with the HPP capabilities, objectives, and activities in the HCC Work Plan.

7) Identify the percent of funding received from the Department.

8) Identify the percent of funding received from Other Federal Sources.

9) Identify the percent of funding received from Non-Federal

Sources.

10) Include a line item for the HCC Clinical Advisor.

11) Include a line item for the HCC Readiness and Response Coordinator.

12) Ensure each line item follows the Special Requirements section of the Funding Opportunity Announcement for EP-U3R-19-001 Hospital Preparedness Program Cooperative Agreement issued in 2019 available at https://www.floridahealth.gov/%5C/programs-and-services/emergency-preparedness-and-response/community-preparedness/_documents/HPP_NOFO_030419.pdf.

13) Ensure each line item is allowable per 2 CFR Part 200.

14) Ensure the summary totals match the individual budget category totals.

15) Document the approval date of at least one member from each Core HCC Member Organization type.

16) Include the name of HCC.

17) Include the applicable fiscal year.

18) Ensure each staff person's salary is at least at current minimum wage.

19) Ensure no items listed are being purchased on behalf of the CHD(s). CHD staff travel to HCC-related events is allowable.

20) Itemize the subcontractor’s expenditures being allocated for each funding category under this contract.

b. Quarterly Financial Report: The Provider must submit a Quarterly Financial Report in the quarter specified by the Contract Manager. Each Quarterly Financial Report must state, by line item, all contract fund expenditures made by Provider to complete the deliverables under this contract. All Quarterly Financial Reports must be submitted to the Contract Manager within 30 calendar days following the quarter the report is due. For the fourth quarter, submit the Annual Financial Report in accordance with section I.C.6.c. of the Department’s Standard Contract.

c. Postage and Reproduction: Paid invoices or receipts must support purchases made from outside vendors. Purchases for all in-house postage (postage meter) and reproduction expenses must be supported by usage logs or similar documentation.

d. Monthly Expenditures: Provide documentation for all payments made by

Provider as a direct result of services provided or goods purchased through the funding of this contract and submit to Contract Manager and HCC SharePoint within 15 business days following the end of each month, including a general ledger, timesheets, canceled checks (if available), bank statements, receipts, invoices paid, and other documentation that supports proof of payment.

e. Documentation for Travel: All travel will be reimbursed pursuant to section

112.061, Florida Statutes. Provider must complete the Department’s Authorization to Incur Travel Expense Form (Attachment VI) and the Department’s Voucher for Reimbursement of Travel Expenses

(Attachment VII) and submit them with the corresponding quarterly Invoice.

D. Special Provisions:

1. Contract Renewals: This contract may be renewed once for no more than five years beyond the initial contract or for the original term of the contract, whichever is longer, and is subject to the same terms and conditions set forth in the initial contract. Renewals must be in writing, made by mutual agreement, and will be contingent upon satisfactory fiscal and programmatic performance evaluations as determined by the Department and will be subject to the availability of funds.

2. Non-Expendable Property Requirements: Non-expendable property is defined as tangible personal property with a value or cost of $5,000.00 or more and having a projected useful life of one year or more, any hardback book with a value or cost of $25.00 or more and having an expected useful life of at least one year or more that is circulated to students or the general public, and any hardback book with the value or cost of $250.00 or more that is not circulated to students or the general public. Hardback books with a value or cost of $250.00 or more should be classified as OCO (Other Capital Outlay) expenditures.

All such property purchased with funds from this contract must be listed on the property records of Provider. The listing must include a description of the property, model number, manufacturer’s serial number, funding source, information needed to calculate the federal or state share, date of acquisition, unit cost, property inventory number, and information on the location, use and condition, transfer, replacement or disposition of the property.

All such property purchased with funds from this contract must be inventoried annually and a written non-expendable property inventory report must be submitted to…