CN-640000-COPCA-A2.pdf

STATE HEALTH OFFICE – $1MILLION + CONTRACT SUMMARY REVISED: 4/2024

CONTRACT SUMMARY

Division/CHD/Office:

Provider Name:

Contract Number:

Original Contract Amount:

Total Contract Amount (executed actions):

Original Contract Start Date:

Contract End Date (executed actions):

DESCRIPTION OF CONTRACTUAL SERVICES:

CONTRACT ACTION:

AMENDMENT(Y/N): AMENDMENT AMOUNT:

CHANGE TO TERM(Y/N): START DATE: END DATE:

RENEWAL: RENEWAL AMOUNT:

START DATE: END DATE:

DESCRIPTION OF CONTRACT AMENDMENT ACTION:

DOH REVIEWERS: The following reviewers have reviewed and approved this action for execution prior to electronic routing. These individuals will receive a copy of the executed action.

LAST NAME FIRST INITIAL APPROVAL ROLE

1. Contract Manager

2. Contract Manager Supervisor

3. Bureau Chief/CHD Program Administrator

4. Acting Division Director

This contract complies with all of the requirements, below, and each contract action has been reviewed and approved by DOH General Counsel.

• A statement of work, quantifiable and measurable deliverables, performance measures, and financial consequences for non-performance.

• Terms and conditions which protect the interest of the state.

• All requirements of law have been met regarding the contract.

• Documentation in the contract file is sufficient to support the contract and the attestation (examples: business case;

directive to establish contract; subject research and analysis, etc.)

• If the contract is established by way of a competitive solicitation as identified in section 287.057(1), Florida Statutes, the costs of the contract are the most advantageous to the state or offer the best value.

Division of Emergency Preparedness and Community Support West Central Florida Disaster Services, Inc.

COPCA

$1,206,316.00 $2,412,632.00 07/01/2024 06/30/2026

Provider will conduct Health Care Coalition (HCC) activities that sustain and strengthen a health care delivery system capable of effective communication and coordination during emergencies and disasters.

Align the contract with changes in ASPR Grant Criteria for SFY 2025-2026. No monetary adjustments.

$0.00Y

Y 7/1/2025 6/30/2026

Williams

Samlal

Coulter

McCoy

T

S

J

S

Docusign Envelope ID: EE67DFF6-5166-41C6-83B6-787B52E064EF

STATE OF FLORIDA

DEPARTMENT OF HEALTH

AMENDMENT # 2

CONTRACT # COPCA

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 14-39, Attachment I, are deleted in their entirety and replaced with the revised Attachment I attached hereto.

2. This amendment will begin on July 1, 2025, 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 DIASTER STATE OF FLORIDA

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: F20-4507312001

6/30/2025 6/30/2025

West Central Florida Disaster Services, Inc

CONTRACT # COPCA – A2

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

CONTRACT # COPCA – A2

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 20 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/2024-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 RRC leads reviewing and activating the Readiness Plan, supporting the HCC in steady state and in response, and leading engagement with non-clinical community partners. The RRC must be assigned to only one HCC and reside in the region or have a 50 mile or less commute to the boundary of the region they serve.

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/sites/External/FLHCC/HCC%20Reso urces/Forms/AllItems.aspx?viewpath=%2Fsites%2FExternal%2FFLHCC %2FHCC%20Resources%2FForms%2FAllItems%2Easpx&id=%2Fsites %2FExternal%2FFLHCC%2FHCC%20Resources%2FFederal%20Docu ments&viewid=fa8856e3%2D552b%2D482f%2D8283%2D350265f02ae8 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. 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.

bb. 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/.

cc. 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).

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

ee. 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.

ff. 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).

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

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; provide information about the HCCs boundaries; conduct or update an HVA; complete a readiness assessment;

conduct or update a supply chain integrity assessment; conduct, submit, and distribute a cybersecurity assessment; conduct 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; update, submit, and distribute a COOP; hold a MRSE; submit job descriptions; develop, distribute and submit a recovery plan; and participate in the 2026 preparedness workshop; 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 file and include the task number in the file name at a minimum.

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 CRVS by October 15, January 15, April 15, and June 15 of each contract year.

f) Ensure the Royal 4 System Inventory Movement Report is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the Royal 4 System Inventory Management Report is not complete and/or accurate, modify the Royal 4 System Inventory Management Report, and submit and upload the modified Royal 4 System Inventory Management Report in CRVS as directed by the Department.

2) Always comply with the terms of the Data Security and Confidentiality provisions (Attachment II) throughout the contract term.

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

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 the completed HCC Budget to the Contract Manager via email and in CRVS by July 15. Ensure the HCC Budget is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the HCC Budget is not complete and/or accurate, modify the HCC Budget and submit, and upload the modified HCC Budget as directed by the Department.

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

a) Maintain HCC governance information detailing the HCC’s management/administration, geographic coverage, membership, and community coordination and engagement, following the HCC governance guidance and materials provided by ASPR.

Compile the HCC governance information into a single file and include the task number in the file name at a minimum

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

c) Update the HCC governance information as necessary.

d) Ensure the HCC governance information is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the HCC governance information is not complete and/or accurate, modify the HCC governance information, and submit and upload the modified HCC governance information in CRVS as directed by the Department.

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 file and include the task number in the file name at a minimum.

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

c) Update the jurisdictional information as needed during the contract year to reflect any jurisdictional boundary changes that occur.

d) Ensure the HCC Jurisdiction map is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the HCC Jurisdiction map is not complete and/or accurate, modify the HCC Jurisdiction map, and submit and upload the modified HCC Jurisdiction map in CRVS as directed by the Department.

7) Update, distribute, and submit the HVA by December 15 as follows:

a) Update the HVA detailing the threats and hazards for the jurisdiction, vulnerabilities, probability of occurrence, severity of impact, and priority actions, following the HVA guidance and materials provided by ASPR.

b) Save the HVA as a single file and include the task number in the file name at a minimum.

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

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

e) Distribute the HVA to HCC Members by December 15.

f) Ensure the HVA is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the HVA is not complete and/or accurate, modify the HVA, and submit and upload the modified HVA in CRVS as directed by the Department.

8) Update, submit, upload, and distribute a readiness assessment as

a) Update 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 a single file and include the task number in the file name at a minimum.

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

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

g) Ensure the readiness assessment is complete and

CRVS. In the event the Department determines the readiness assessment is not complete and/or accurate, modify the readiness assessment, and submit and upload the modified readiness assessment in CRVS as directed by the Department.

9) Update, distribute, upload, and submit the supply chain integrity assessment as follows:

a) Update the supply chain integrity assessment detailing resource needs, vulnerabilities, current access and infrastructure, impact on communities and mitigation strategies, following the supply chain integrity assessment

b) Save the supply chain integrity assessment as a single file and include the task number in the file name at a minimum.

c) Submit the supply chain integrity assessment via email to the Contract Manager by December 15.

d) Upload the supply chain integrity assessment in CRVS and

ASPR’s designated tracking system by December 15.

e) Remove any previous versions of the supply chain integrity

f) Distribute the supply chain integrity assessment to HCC

Members by December 15.

g) Ensure the supply chain integrity assessment is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the supply chain integrity assessment is not complete and/or accurate, modify the supply chain integrity assessment, and submit and upload the modified supply chain integrity assessment as directed by the Department.

10) Update, submit, upload, and distribute the cybersecurity assessment as follows:

a) Update the cybersecurity assessment detailing cybersecurity practices, community impact, and mitigation strategies, following the cybersecurity assessment

b) Save the cybersecurity assessment as a single file and

c) Submit the cybersecurity assessment email to the Contract Manager by June 15.

d) Upload the cybersecurity assessment in CRVS and

ASPR’s designated tracking system by June 15.

e) Remove any previous versions of the cybersecurity

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

g) Ensure the cybersecurity assessment is complete and

CRVS. In the event the Department determines the cybersecurity assessment is not complete and/or accurate, modify the cybersecurity assessment, and submit and upload the modified cybersecurity assessment in CRVS as directed by the Department.

11) Update, distribute, upload, and submit the extended downtime health care delivery impact assessment as follows:

a) Update the extended downtime health care delivery impact assessment detailing impacted functions, community impact, and mitigation strategies, the extended downtime health care delivery impact assessment guidance and materials provided by ASPR.

b) Save the extended downtime health care delivery impact assessment as a single file and include the task number in the file name at a minimum.

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 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) Ensure the extended downtime health care delivery impact assessment is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the extended downtime health care delivery impact assessment is not complete and/or accurate, modify the extended downtime health care delivery impact assessment, and submit and upload the modified extended downtime health care delivery impact assessment as directed by the Department.

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

a) Participate in the annual Preparedness Advisory

Committee (PAC) meeting and other activities as directed

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

a) Update the HCC Readiness Plan to provide a roadmap for the HCC to address strategic priorities, implement the cooperative agreement activities, and develop and grow as an organization by December 15, following the readiness plan guidance and materials provided by ASPR.

b) Save the HCC Readiness Plan as a single file and include the task number in the file name at a minimum.

c) Submit the HCC Readiness Plan via email to the Contract Manager by December 15.

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

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

f) Distribute the HCC Readiness Plan to HCC Members by

g) Ensure the HCC Readiness Plan is complete and accurate the event the Department determines the HCC Readiness Plan is not complete and/or accurate, modify the HCC Readiness Plan, and submit and upload the modified HCC Readiness Plan in CRVS as directed by the Department.

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

a) Update the training and exercise plan of projected trainings and exercises through June 30, 2029, using the training and exercise materials provided by ASPR.

b) Save the training and exercise plan as a single file and

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

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

g) Ensure the training and exercise plan is complete and

CRVS. In the event the Department determines the training and exercise plan is not complete and/or accurate, modify the training and exercise plan, and submit and upload the modified training and exercise plan in CRVS as directed by the Department.

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

a) Update the HCC Response Plan to detail how the HCC will implement activities that support the Core Functions in the NOFO, following the response plan guidance and materials provided by ASPR.

b) Save the HCC Response Plan as a single file and include the task number in the file name at a minimum.

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

d) Upload the file in 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) Ensure the HCC Response Plan is complete and accurate the event the Department determines the HCC Response Plan is not complete and/or accurate, modify the HCC

Response Plan, and submit and upload the modified HCC Response Plan in CRVS as directed by the Department.

16) Update, submit, upload, and distribute a COOP as follows:

a) Update a COOP that is informed by the HCC Members’

COOP, following the COOP guidance and materials

b) Save the COOP as a single file and include the task number in the file name at a minimum.

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

d) Upload the COOP file in 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) Ensure the COOP is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the COOP is not complete and/or accurate, modify the COOP, and submit and upload the modified COOP as directed by the Department.

17) Hold a MRSE by May 31, to assess the HCC's capacity to support a large-scale, community-wide medical surge incident, following the MRSE materials provided by ASPR. Upload and submit documentation of a MRSE as follows:

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

b) Save the completed ASPR MRSE documentation as a single file and include the task number in the file name at a minimum.

c) Submit the completed ASPR MRSE Exercise Planning and

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

d) Ensure the ASPR MRSE Exercise Planning and Evaluation

Tool is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the ASPR MRSE Exercise Planning and Evaluation Tool is not complete and/or accurate, modify the ASPR MRSE Exercise Planning and Evaluation Tool, and submit and upload the modified ASPR MRSE Exercise Planning and Evaluation Tool in CRVS as directed by the Department.

18) Update, upload, 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 a single file and include the task number in the file name at a minimum.

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

Manager by April 15.

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

e) Ensure the job descriptions file is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the job descriptions file is not complete and/or accurate, modify the job descriptions file, and submit and upload the modified job descriptions file in CRVS as directed by the Department.

19) Develop, distribute, and submit a recovery plan as follows:

a) Develop a recovery plan describing how the HCC will integrate with key partners, support the workforce, recover critical infrastructure, and manage community impact, following the recovery plan guidance and materials

b) Save the recovery plan as a single file and include the task number in the file name at a minimum.

c) Submit the recovery plan via email to the Contract

Manager by June 15.

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

e) Remove any previous versions of the recovery plan from

ASPR’s designated tracking system as applicable.

f) Distribute the recovery plan to HCC Members by June 15.

g) Ensure the recovery plan is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the recovery plan is not complete and/or accurate, modify the recovery plan, and submit and upload the modified recovery plan in CRVS as

20) Participate in the 2026 preparedness workshop as follows:

a) Participate in person in the 2026 preparedness workshop as directed by the Department.

21) Complete, upload, and submit the Quarterly Progress Report as

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%2F2024%2D2029%20Contract %20Templates&viewid=fa8856e3%2D552b%2D482f%2D8 283%2D350265f02ae8.

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

g) Document compliance the Data Security and

Confidentiality provisions (Attachment II) by providing a statement or attestation certifying this requirement is met in each Quarterly Progress Report.

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

i) Document a summary of any updates to the HCC Budget in the corresponding Quarterly Progress Report.

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

k) Document any HCC jurisdictional changes in the corresponding Quarterly Progress Report.

l) Document the date and method the HVA was distributed to HCC members in the corresponding Quarterly Progress Report.

m) Document the date and method the readiness assessment was distributed to HCC Members in the corresponding Quarterly Progress Report.

n) Document the date and method the supply chain integrity assessment was distributed to HCC Members in the corresponding Quarterly Progress Report.

o) Document the date and method the cybersecurity assessment was distributed to HCC Members in the corresponding Quarterly Progress Report.

p) Document the date and method the extended downtime health care delivery impact assessment was distributed in the corresponding Quarterly Progress Report.

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

r) Document the date and method the HCC Readiness Plan was distributed to HCC Members in the corresponding Quarterly Progress Report.

s) Document the date and method the training and exercise plan was distributed to HCC Members in the corresponding Quarterly Progress Report.

t) Document the date and method the HCC Response Plan was distributed to HCC members in the corresponding Quarterly Progress Report.

u) Document the date and method the COOP was distributed to HCC Members in the corresponding Quarterly Progress Report.

v) Document the date, if known, of the planned or completed MRSE in each quarter’s Quarterly Progress Report.

w) Document the date of the email invitation to the BPR Training and Exercise Section Administrator to participate in the MRSE in the corresponding Quarterly Progress Report.

x) Document the name of the BPR representative who participated in the MRSE in the corresponding Quarterly Progress Report.

y) Document any HCC job description changes in the corresponding Quarterly Progress Report.

z) Document the date and method the recovery plan was distributed to HCC members in the corresponding Quarterly Progress Report.

aa) Document the date(s) of the workshop and the name of each of Provider’s staff who participated in the corresponding Quarterly Progress Report.

b) Include the progress for each Task in the Quarterly Progress Report.

c) Save the Quarterly Progress Report as a single file and

d) 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 CRVS.

e) Ensure the Quarterly Progress Report is complete and accurate at the time of submission and when uploaded in CRVS. In the event the Department determines the Quarterly Progress Report is not complete and/or accurate, modify the Quarterly Progress Report, and submit and upload the modified Quarterly Progress Report in CRVS as directed by the Department.

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.21).

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

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

a) The Royal 4 System must be updated, and the Royal 4 System Inventory Movement Report must be submitted and uploaded as specified.

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

c) The completed HCC Budget Template must be submitted and uploaded as specified.

d) The HCC governance information must be maintained, updated, submitted, and uploaded as specified.

e) Information about the HCCs county boundaries within the

HCC Jurisdiction must be submitted and uploaded as specified.

f) The HVA must be updated, distributed, submitted, and uploaded as specified.

i) The readiness assessment must be updated, distributed, submitted, and uploaded as specified.

j) The supply chain integrity assessment must be updated, distributed, submitted, and uploaded as specified.

k) The cybersecurity assessment must be updated,

l) The extended downtime health care delivery impact assessment must be updated, distributed, submitted, and

m) The HCC Readiness Plan must be updated, distributed,

n) The training and exercise plan must be updated,

o) The HCC Response Plan must be updated, distributed,

p) The COOP must be updated, distributed, submitted, and

q) The MRSE must be held and documentation of the MRSE must be submitted and uploaded as specified.

r) The job description(s) for staff paid with HPP funds must be updated, submitted, and uploaded as specified.

v) The recovery plan must be developed, distributed, and submitted as specified.

w) The Quarterly Progress Report must be completed,

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 accurately and completely update the Royal 4 System and submit and upload the Royal 4 System Inventory Movement Report as specified will result in a one percent reduction in that quarter’s invoice amount. An additional $15.00 will be assessed from the invoice amount for each business day thereafter that a modified Royal 4 System Inventory Movement Report is not submitted and uploaded as directed by the Department.

2) Failure to comply with the Data Security and Confidentiality form as specified will result in a one percent reduction in that quarter’s invoice amount.

3) Failure to accurately and completely submit and upload the completed HCC Budget Template as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $15.00 will be assessed from the invoice amount for each business day thereafter that a modified completed HCC Budget Template is not submitted and uploaded as directed by the

4) Failure to accurately and completely maintain update, submit, and upload the HCC governance information as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $15.00 will be assessed from the invoice amount for each business day thereafter that modified HCC governance information is not submitted and uploaded as directed

5) Failure to accurately and completely provide information about the

HCCs county boundaries within the HCC Jurisdiction as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $15.00 will be assessed from the invoice amount for each business day thereafter that the modified HCC Jurisdiction information is not submitted and uploaded as directed by the Department.

6) Failure to accurately and completely update, submit, and distribute the HVA as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified HVA is not submitted and uploaded as

7) Failure to accurately and completely update, submit, and distribute the readiness assessment as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified readiness assessment is not submitted and uploaded as directed by the Department.

8) Failure to accurately and completely update, distribute, and submit a supply chain integrity assessment as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified supply chain integrity assessment is not submitted and uploaded as

9) Failure to accurately and completely update, distribute, and submit the cybersecurity assessment as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified cybersecurity assessment is not submitted and uploaded as directed by the

10) Failure to accurately and completely update, distribute, and submit an extended downtime health care delivery impact assessment as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified extended downtime health care delivery impact assessment is not submitted and uploaded as directed by the Department.

11) Failure to accurately and completely update, submit, and distribute a HCC Readiness Plan as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified HCC Readiness Plan is not submitted and uploaded as directed by the Department.

12) Failure to accurately and completely update, submit, and distribute a training and exercise plan as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified training and exercise plan is not submitted and uploaded as directed by the

13) Failure to accurately and completely update, submit, and distribute the HCC Response Plan as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified HCC Response Plan is not

14) Failure to accurately and completely update, submit, and distribute a COOP as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified COOP is not submitted and uploaded as

15) Failure to accurately and completely hold a MRSE and complete and submit documentation of the MRSE as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $205.00 will be assessed from the invoice amount for each business day thereafter that the modified MRSE documentation is not submitted and uploaded as directed by the

16) Failure to accurately and completely complete and submit job descriptions for staff paid with HPP funds as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $15.00 will be assessed from the invoice amount for each business day thereafter that the modified job descriptions are not submitted and uploaded as directed by the

17) Failure to accurately and completely develop, distribute, and submit the recovery plan as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified recovery plan is not

18) Failure to accurately and completely complete and submit the

Quarterly Progress Report as specified will result in a one percent reduction in that quarter’s invoice amount. An additional reduction of $20.00 will be assessed from the invoice amount for each business day thereafter that a modified Quarterly Progress Report is not submitted and uploaded as directed by the Department.

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 the $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 following fiscal year’s budget must be submitted to the Contract Manager for approval by May 1. Any revisions to an approved budget must be submitted to the Contract Manager for review and approval prior to implementation. No current fiscal year budget revisions will be allowed after June 15. Complete the HCC Budget Template as

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,”…