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HomeMy WebLinkAbout2021-093-E Health - NC Div of Public Health AA716 vaccine planning DocuSign Envelope ID: DB33BBBD-6336-4169-BA22-EC80FA1149C6 Division of Public Health Agreement Addendum FY 20-21 Page 1 of 6 Women's and Children's Health Section/ Orange County Health Department Immunization Branch Local Health Department Legal Name DPH Section/Branch Name Misheema Morrissey, 919-707-5556 716 CDC COVID-19 Vaccination Program misheema.morrissey@dhhs.nc.gov Activity Number and Description DPH Program Contact (name,phone number,and email) 01/01/2021 —05/31/2021 Service Period DPH Program Signature Date (only required for a negotiable agreement addendum) 02/01/2021 —06/30/2021 Payment Period ® Original Agreement Addendum ❑ Agreement Addendum Revision # L Background: As part of the "Paycheck Protection Program and Health Care Enhancements Act,"North Carolina received funding to assist with local health departments COVID-19 vaccination planning and implementation of mass COVID-19 vaccination. Because the supply of COVID-19 vaccine in the United States is limited at first, the Centers for Disease Control and Prevention(CDC) is providing recommendations to federal, state, and local governments about who should be vaccinated first. CDC's recommendations are based on recommendations from the Advisory Committee on Immunization Practices (ACIP), an independent panel of medical and public health experts. The recommendations were made with these goals in mind: • Decrease death and serious disease as much as possible. • Preserve functioning of society. • Reduce the extra burden COVID-19 is having on people already facing disparities. Funding will be awarded to local health departments to support these goals in the planning and implementation of on-site, satellite, temporary or off-site COVID-19 vaccination clinics. II. Purpose: This Agreement Addendum provides funding to the Local Health Department (LHD) to help support activities associated with COVID-19 mass vaccination planning and implementation. Planning and response require close collaboration among public and private sector partners, public health emergency response and emergency management, and healthcare organizations and industry groups within the community. This funding may be used for associated costs for COVID-19 vaccine storage and handling, vaccine planning, COVID-19 vaccination services in open and closed point-of-dispensing (POD) DocuSignedby: 1. ""'"'� Qmk� A.Lt.A. S&Wol t 2/3/2021 Health Director Signature (use blue ink) Date Local Health Department to complete: LHD program contact name: Jennifer.Jensen (If follow-up information is needed by DPH) Phone number with area code: 919-245-2431 Email address: jjensen@orangecountync.gov Signature on this page signifies you have read and accepted all pages of this document. Revised July2019 DocuSign Envelope ID: DB33BBBD-6336-4169-BA22-EC80FA1149C6 Page 2 of 6 locations, including staffing to serve as vaccinators in PODS, contract needs for vaccination services, and other infection control supplies to support safe vaccine administration within the community. This effort will occur in phases with a focus on targeted populations following CDC and North Carolina guidelines. III. Scope of Work and Deliverables: The LHD shall: 1. Vaccinate prioritized populations according to the CDC COVID-19 Vaccination Program Provider Agreement and following the state's COVID-19 Vaccine Phases la, lb, 2, 3, and 4, at no cost to the vaccine recipient. Vaccines will be provided by the federal government through the CDC. 2. Train staff on COVID-19 vaccine administration, management, inventory, and reporting requirements as required by Immunization Branch and the CDC. 3. Identify community vaccination providers (e.g.,pharmacies, occupational health settings, doctors' offices) to combine efforts to implement strategies to vaccinate groups and subgroups within the prioritized tiers. 4. Conduct clinics that are open to the public and clinics that are for targeted populations only(i.e., critical workforce personnel and/or higher risk prioritized groups). These clinics may be provisionally located at walk-through sites (churches, community centers, outdoor tents) or other settings such as mobile, curbside, or drive-through sites. 5. Ensure safe implementation of on-site, satellite, temporary, or off-site vaccination clinics. Planning for vaccination clinics includes clinical considerations such as social distancing, responding to medical emergencies, vaccine storage, handling, administration, and documentation. Large-scale clinics, such as those held in arenas or stadiums will likely require added logistical and technical considerations. Partners will need to be engaged to accomplish aspects of the local plan, such as National Guard, local law enforcement, local emergency management, local hospitals, and pharmacies. 6. Maintain flexibility in its planning to accommodate a variety of scenarios due to changing vaccine supply levels at various points during the COVID-19 vaccine supply roll-out. It is anticipated that vaccine supply will be limited initially. The vaccine supply is projected to increase quickly, allowing vaccination efforts to be expanded to include additional critical populations and the general public. 7. Promote COVID-19 education to the public on vaccination and disseminate information within the LHD's county or district. Enhance existing community partnerships to assist in vaccination promotion. These partnerships could include a variety of community and faith-based organizations to reach at-risk populations, such as churches, barber shops, community health centers, refugee serving organizations, homeless shelters,jails/prisons, meat processing plants, and migrant farms. 8. Determine the need for additional personnel and based on that determination, hire, or reassign staff for COVID-19 vaccine administration. 9. Procure supplies for the vaccination clinics, as needed. Examples of supplies to obtain include those items necessary to protect both staff and patients from COVID-19, such as: a) hand sanitizer with at least 60% alcohol for hand hygiene b) cleaning tools to allow for frequent cleaning of the clinic area c) hand soap d) face coverings for patients who arrive without one e) signage, tape, ropes, and cones to encourage physical distancing and provide one-way flow through the clinic Revised July 2019 DocuSign Envelope ID: DB33BBBD-6336-4169-BA22-EC80FA1149C6 Page 3 of 6 f) personal protective equipment(PPE) for staff. Gloves, masks, gowns, and other indicated PPE must be worn by anyone administering vaccine. Eye protection may be appropriate depending on the level of community transmission g) thermometers for checking each patient's temperature before entering the clinic h) PPE for patients, masks, tissues etc. 10. Know that CDC will provide a standard ancillary supplies kit. Kits will be included with the vaccine orders in amounts to match the vaccine orders. Each vaccine standard ancillary supplies kit contains: a) 105 needles b) 105 syringes c) 210 alcohol prep pads d) 4 surgical masks e) 2 face shields for vaccinators, and f) 100 COVID-19 vaccination record cards for vaccine recipients. 11. Provide appropriate vaccine storage and handling equipment, including refrigerators, freezers, portable storage units and temperature monitors to ensure appropriate vaccine storage and handling procedures are established and followed. Prepare COVID-19 vaccines for proper transport from the LHD to off-site clinics as required by CDC. COVID-19 vaccine products are temperature-sensitive and must be stored and handled correctly to ensure efficacy and maximize shelf life. Proper storage and handling practices are critical to minimize vaccine loss and limit the risk of administering COVID-19 vaccine with reduced effectiveness. 12. Follow manufacturer cold chain storage and handling requirements for COVID-19 vaccine products which will vary. Different temperature storage requirements for approved or authorized COVID-19 vaccines may affect which vaccine will be easily accessible to the LHD in the future. Furthermore, many COVID-19 vaccines with varying levels of refrigeration requirements are currently in Phase 3 trials. 13. Complete Attachments A and B with the signed Agreement Addendum. a. Attachment A is the Budget Statement. It should list the expected expenses by category, including the dollar amount and a brief justification. b. Attachment B is the Services Statement. It should: 1) Explain, in detail, how this funding will be used to develop and implement local solutions to plan and implement on-site, satellite, temporary, or off-site vaccination COVID-19 vaccination clinics. 2) Include information on how the LHD will implement its COVID-19 mass immunization services within the community. 3) State how the COVID-19 vaccination services are adapted both to include those populations at an increased risk of complications from COVID-19. Examples include: a) Mobile vaccine clinics that travel to hard-to-reach communities to provide vaccines b) Drive-through or curbside vaccination clinics c) Pop-up flu clinics at various community settings, such as COVID-19 testing sites, school nutrition sites, construction sites, migrant farm worksites, processing plants, churches, parking lots d) Immunization clinics to reach jails, homeless shelters, or other community organizations. Revised July 2019 DocuSign Envelope ID: DB33BBBD-6336-4169-BA22-EC80FA1149C6 Page 4 of 6 4) Include a description of enhanced outreach activities vaccinate priority populations, hard-to-reach, and marginalized populations, and how community partners are to be included in the outreach. IV. Performance Measures/Reporting Requirements: 1. Report vaccine administration data on all vaccine recipients. 2. Track and report COVID-19 vaccine transfers and vaccine wastage/spoilage occurrences to the Immunization Branch when they occur. 3. Train staff on COVID-19 vaccine administration, management, inventory, and reporting requirements as required by Immunization Branch and the CDC. V. Performance Monitoring and Ouality Assurance: 1. The Immunization Branch will monitor this activity through reporting data, tracking the number of doses administered, and handling of the vaccine inventory are the key monitoring metrics. If issues are noted with performance (i.e., delays in vaccination, failure to adhere to storage and handling requirements), a consultation via telephone or on-site follow-up from the Program Monitor shall occur. 2. The LHD is required to track non-compliance issues by corrective action plans. The Program Monitor shall make every effort to work with the LHD on strategies to resolve the issue and corrective action plans. If the plan is not followed and the LHD remains out of compliance after intervention and resources from DPH, vaccine shipments may be suspended until the LHD can be brought back into compliance. VI. Funding Guidelines or Restrictions: 1. Requirements for pass-through entities: In compliance with 2 CFR §200.331 —Requirements for pass-through entities, the Division of Public Health provides Federal Award Reporting Supplements to the Local Health Department receiving federally funded Agreement Addenda. a. Definition: A Supplement discloses the required elements of a single federal award. Supplements address elements of federal funding sources only; state funding elements will not be included in the Supplement. Agreement Addenda(AAs) funded by more than one federal award will receive a disclosure Supplement for each federal award. b. Frequency: Supplements will be generated as the Division of Public Health receives information for federal grants. Supplements will be issued to the Local Health Department throughout the state fiscal year. For federally funded AAs, Supplements will accompany the original AA. If AAs are revised and if the revision affects federal funds, the AA Revisions will include Supplements. Supplements can also be sent to the Local Health Department even if no change is needed to the AA. In those instances, the Supplements will be sent to provide newly received federal grant information for funds already allocated in the existing AA. 2. The LHD must submit its planned expenditures by completing Attachment A, which is to include the dollar amount and a budget justification statement for each budget category. Revised July 2019 DocuSign Envelope ID: DB33BBBD-6336-4169-BA22-EC80FA1149C6 Page 5 of 6 Attachment A Budget Statement—FY 2020-2021 Planned Use of Federal COVID-19 Vaccination Funds Provide this Budget Statement to assist with preparing anticipated expenditures for reporting that follow federal grants policies and CDC award requirements based on allowable expenditures. Return this completed Attachment A with the signed Agreement Addendum. Instructions: Include list of expected expenses related to implementing mass COVID-19 vaccination activities, including the dollar amount and a brief justification. Object Class Category/Expenses Funding Codes COVID-19 Vaccination Program: 1331-629B-4Q Amount Budget Item Justification Statement Personnel(Salary/Wages) Fringe Travel Equipment Supplies Other/Miscellaneous $57,403 $38,000 Vaccine Management Software to replace Excel to track 40,000+ interest surveys across all prioritization groups and schedule appointments for mass vaccination clinic. $19,403 for direct mailing campaign to all residents to notify of how to get vaccinated in Orange County Revised July 2019 DocuSign Envelope ID: DB33BBBD-6336-4169-BA22-EC80FA1149C6 Page 6 of 6 Attachment B Services Statement—FY 2020-2021 Planned Use of Federal COVID-19 Vaccination Funds Provide this Services Statement to assist with preparing anticipated expenditures for reporting that follow federal grants policies and CDC award requirements based on allowable expenditures. Return this completed Attachment B with the signed Agreement Addendum. Use additional pages as needed. i. Explain, in detail, how this funding will be used to implement mass COVID-19 vaccinations clinics by ACIP recommended priority groups during the COVID-19 pandemic. Funding will be used to purchase the Everbridge Vaccine Management System to enable staff to accurately collect resident interest surveys (41,000 surveys submitted as of 2/2/21), contact those that submitted surveys, schedule appointments for mass vaccination clinics, and track doses. CVMS does not currently have this capability and it is becoming increasingly more difficult to do this in Excel given the large number of doses we anticipate administering and high level of interest in vaccine in Orange County. Funding will also be used on a direct mailing campaign of postcards that will go to all residences in Orange County in an attempt to reach those individuals that do not have access to the internet, are not connected to human service groups or community groups, and may not know how or where to go to get a COVID-19 vaccine. These postcards will be printed in both English and Spanish. ii. Include information on how the LHD will implement mass COVID-19 vaccinations clinical services within the community. The Orange County Health Department(OCHD) has built a stationary POD at a vacant UNC parking lot that can process as many as 100 doses per hour for an estimated 900-1500 per day. The OCHD has also developed a group of community members to identify sites geographically throughout the county to provide between 150-400 doses per day in order to be closer to historically marginalized communities that may lack transportation, have disabled residents, or lack easy access to the larger scale stationary site. OCHD has partnered with Orange County Transportation Services and Chapel Hill Transit to provide transportation to these mass vaccination sites for those that need it. iii. State how the mass clinic services are adapted include COVID-19 safety measures, along with efforts to vaccine prioritized populations and limit barriers to getting the COVID-19 vaccine. OCHD mass vaccination sites are appointment only in an effort to protect the safety of individuals coming to our sites for vaccination. Social distancing is in place at all sites and models (Drive through, parking in a parking space for the entire vaccination period, and walk-in to a senior center). Masks are required on site, hand sanitizer and hand washing stations are present on all sites and staff are briefed/encouraged throughout the day to wash hands frequently. Most sites are located outdoors with individuals to be vaccinated in their vehicles at all times. Revised July 2019 DocuSign Envelope ID:DB33BBBD-6336-4169-BA22-EC80FA1149C6 The OCHD has also developed a group of community members to identify sites geographically throughout the county to provide between 150-400 doses per day in order to be closer to historically marginalized communities that may lack transportation, have disabled residents, or lack easy access to the larger scale stationary site. Residents of these communities and members of these groups are prioritized for appointments at these vaccination sites to ensure equitable access to vaccine. Staff on site are trained to use Telelanguage, Spanish language interpreters are on site, and the county is working to install video remote interpretation on all iPads used for vaccine documentation to ensure additional access to interpreters, especially for American Sign Language. OCHD has partnered with Orange County Transportation Services and Chapel Hill Transit to provide transportation to these mass vaccination sites for those that need it. All vaccine promotional materials state that identification is not needed in order to register for vaccine or get vaccinated. iv. Include a description of outreach activities to reach the priority populations, with a focus on those of the highest risk populations, and how community partners are to be included in the outreach. OCHD has partnered with community organizations, faith leaders, neighborhoods, and UNC Health to ensure we provide education, information, and access to all in Orange County. The Human Services Consulting Group that includes these groups meet every Thursday to share ideas about how to reduce barriers, collaborate on vaccination sites, and provide direction to the Orange County vaccination plan. The OCHD Health Education team makes multiple virtual presentations each month to community groups to provide vaccine education and answer questions. A portion of the funding for this AA will be used on a direct mailing campaign to ensure we share information about the COVID vaccines along with how to get vaccinated with those that do not have access to the internet. Every household will receive a postcard with that information in multiple languages. Revised July 2019 DocuSign Envelope ID:DB33BBBD-6336-4169-BA22-EC80FA1149C6 FYZ1 ACtlVlty: 716 CDC COVID-19 Vaccination Program Supplement 1 Supplement reason: ® In AA+BE or AA+BE Rev —OR— ❑ — CFDA#: 93.268 1 Federal awd date: NGA date Is award R&D? no FAIN: NH231P922624 Total amount of fed awd: $ 19,619,894 Fed award project CDC-RFA-IP19-901 Immunization and Vaccines for Children CFDA 93.268—Immunization Cooperative Agreements description: name: Fed awarding DHHS,Centers for Disease Control and Federal award % agency: Prevention indirect cost rate: n/a %0 Subrecipient Fed funds for Total of All Fed Funds Subrecipient Fed funds for Total of All Fed Funds Subrecipient DUNS This Supplement for This Activity Subrecipient DUNS This Supplement for This Activity Alamance 965194483 62815 62815 Jackson 019728518 31259 31259 Albemarle 130537822 201392 201392 Johnston 097599104 71333 71333 Alexander 030495105 29841 29841 Jones 095116935 22620 22620 Anson 847163029 26497 26497 Lee 067439703 35642 35642 Appalachian 780131541 84690 84690 Lenoir 042789748 34608 34608 Beaufort 091567776 32198 32198 Lincoln 086869336 41776 41776 Bladen 084171628 28881 28881 Macon 070626825 29276 29276 Brunswick 091571349 55227 55227 Madison 831052873 25745 25745 Buncombe 879203560 87077 87077 MTW 087204173 70194 70194 Burke 883321205 43484 43484 Mecklenburg 074498353 299635 299635 Cabarrus 143408289 73738 73738 Montgomery 025384603 27097 27097 Caldwell 948113402 41400 41400 Moore 050988146 45537 45537 Carteret 058735804 38164 38164 Nash 050425677 44493 44493 Caswell 077846053 26084 26084 New Hanover 040029563 79673 79673 Catawba 083677138 60720 60720 Northampton 097594477 25298 25298 Chatham 131356607 39081 39081 Onslow 172663270 71063 71063 Cherokee 130705072 27522 27522 Orange 139209659 57403 57403 Clay 145058231 22995 22995 Pamlico 097600456 23432 23432 Cleveland 879924850 45473 45473 Pender 100955413 35973 35973 Columbus 040040016 34497 34497 Person 091563718 30331 30331 Craven 091564294 46617 46617 Pitt 080889694 65848 65848 Cumberland 123914376 105242 105242 Polk 079067930 25533 25533 Dare 082358631 29506 29506 Randolph 027873132 57021 57021 Davidson 077839744 63189 63189 Richmond 070621339 31613 31613 Davie 076526651 31042 31042 Robeson 082367871 53813 53813 Duplin 095124798 35358 35358 Rockingham 077847143 43573 43573 Durham 088564075 99949 99949 Rowan 074494014 56434 56434 Edgecombe 093125375 33547 33547 Sampson 825573975 36466 36466 Foothills 782359004 69495 69495 Scotland 091564146 29184 29184 Forsyth 105316439 116687 116687 Stanly 131060829 36271 36271 Franklin 084168632 37475 37475 Stokes 085442705 31940 31940 Gaston 071062186 76784 76784 Surry 077821858 38816 38816 Graham 020952383 22232 22232 Swain 146437553 23711 23711 Granville-Vance 063347626 67354 67354 Toe River 113345201 73293 73293 Greene 091564591 25402 25402 Transylvania 030494215 29022 29022 Guilford 071563613 157293 157293 Union 079051637 79729 79729 Halifax 014305957 33246 33246 Wake 019625961 294972 294972 Harnett 091565986 54217 54217 Warren 030239953 25156 25156 Haywood 070620232 36146 36146 Wayne 040036170 52041 52041 Henderson 085021470 50025 50025 Wilkes 067439950 37963 37963 Hoke 091563643 33872 33872 Wilson 075585695 41056 41056 Hyde 832526243 21336 21336 Yadkin 089910624 29789 29789 Iredell 074504507 65922 65922 Federal Award Reporting Requirements for Pass-Through Agencies,2 CFR§200.331 DPH v3.1 5-9-19 DocuSign Envelope ID: DB33BBBD-6336-4169-BA22-EC80FA1149C6 WicGridPrint Paue 1 of 2 DPH-Aid-To-Counties For Fiscal Year: 20121 Budgetary Estimate Number : 0 Activity 716 T AA'1331 Proposed New 629B Total Total 4Q Service Period 01101-05131 Payment Period 02101-06130 01 Alamance * 0 62,815 62,815 62,815, 61 Albemarle * 0 201,392 201,392 201,392 02 Alexander * 0 29,841 29,841 29,841 04 Anson * 0 26,497 26,497 26,497 D2 Appalachian * 0 84,690 84,690 84,690, '07 Beaufort * 0 32,198 32,198 32,198 09 Bladen * 0 28,881 28,881 28,881 10 Brunswick * 0 55,227 55,227 55,227 11 Buncombe 0 87,077 87,077 87,077 12 Burke 0 43,484 43,484 43,484 13 Cabarrus * 0 737738 73,738 73,738 14 Caldwell * 0 41,400 41,400 41,400 16 Carteret * 0 38,164 38,164 38,164 17 Caswell * 0 26,084 25,084 26,084 18 Catawba * 0 60,720 60,720 60,720 19 Chatham * 0 39,081 39,081 39,081 20 Cherokee * 0 27,522 27,522 27,522 22 Clay * 0 22,995 22,995 22,995 23 Cleveland * 0 45,473 45,473 45,473, 24 Columbus * 0 34,497 34,497 34,497 25 Craven * 0 46,617 46,617 46,617 26 Cumberland * 0 105,242 105,242 105,242 28 Dare * 0 29,506 29,506 29,506 29 Davidson * 0 63,189 63,189 63,189 30 Davie * 0 31,042 31,042 31,042 31 Duplin *I 0 35,358 35,358 35,358 32 Durham * 0 99,949 99,949 99,949 33 Edgecombe 0 33,547 33,547 33,547 D7 Foothills 0 69,495 69,495 69,495 34 Forsyth * 0 116,6871 116,6871 116,687 35 Franklin * 0 37,475 37,475, 37,475 36 Gaston * 0 76,784 76,784 76,784 38 Graham * 0 22,232 22,232 22,232 D3 Gran-Vance * 0 67,354 67,3541 67,354 40 Greene * 0 25,402 25,402 25,402 41 Guilford * 0 157,293 157,2931 157,293 42 Halifax * 0 33,246 33,2461 33,246 43 Harnett * 0 54,217 54,217 54,217 44 Haywood * 0 36,146 36,146 36,1461 145 Henderson 0 50,025 50,025 507025 '46 Hertford 0 0 0 47 Hoke * 0 33,872 33,872 33,872 48 Hyde * 0 21,336 21,336 21,336 49lredell * 0 65,922 65,922 65,922 50 Jackson * 0 31,259 31,259 31,259 https://atc.dhhs.state.ne.us/WICGridPrint.aspx 1/5/2021 DocuSign Envelope ID: DB33BBBD-6336-4169-BA22-EC80FA1149C6 WicGridPrint Page 2 of 2 51 Johnston * 0 71,333 71,333 71,333 52 Jones * 0 22,620 22,620 22,620 53 Lee * 0 35,642 35,642 35,642 54 Lenoir * 0 34,608 34,608 34,608 55 Lincoln * 0 41,776 41,776 41,776 56 Macon * 0 29,276 29,276 29,276 57 Madison * 0 25,745 25,745 25,745 D4 M-T-W * 0 70,194 70,194 70,194 j 60 Mecklenburg * 0 299,635 299,635 299,635 162 Montgomery * 0 27,097 27,097 27,097 63 Moore 0 45,537 45,537 45,537 64 Nash * 0 44,493 44,493 44,493 65 New Hanover* 0 79,673 79,673 79,673 66 Northampton * 0 25,298 25,298 25,298 67 Onslow * 0 71,063 71,063 71,063 68 Orange * 0 57,403 57,403 57,403 69 Pamlico * 0 23,432 23,432 23,432 71 Pender 0 35,973 35,973 35,973, 73 Person * 0 30,331 30,331 30,331 74 Pitt * 0 65,848 65,848 65,848 75 Polk 0 25,533 25,533 25,533 76 Randolph 0 57,021 57,021 57,021 77 Richmond * 0 31,613 31,613 31,613 78 Robeson *=816338,'81136 3 53,813 53,813 79 Rockingham * 3 43,573 43,57380 Rowan * 4 56,434 56,434D5 R-P-M0 0 082 Sampson6 36,466 36,46683 Scotland * 4 29,184 29,184FWilkes ly * 1 36,271 36,271kes * 0 31,940 31,940ry * 16 38,816 38,816 in * 0 23,711 23,711 23,711 River * 0 73,293 73,293 73,293 nsylvania * 0 29,022 29,022 29,022 on * 0 79,729 79,729 79,729 ke * 0 294,972 294,972 294,972 rren * 0 25,156 25,156 25,156 yne 0 52,041 52,041 52,041, kes * 0 37,963 37,963 37,963 98 Wilson 0 41,056 41,056 41,056 99 Yadkin * 0 29,789 29,789 29,789 444 Totals 4,669,344 4,669,3 ,669,344 Sign and ate-DPH ogram Administrator Sign and Date-DPH Section Chief �A 1/5/2021 44 Sign and Date-DPH C nt cts Office Sign and Da - PH u et Officer lta� - 1/5/2021 0 a\ 1/ /2021 https://ate.dhhs.state.ne.usM,'ICGridPrint.aspx 1/5/2021