Healthy Homes & Childhood Lead Poisoning Prevention Contracts/Subcontracts Copyrighted
October 1, 2018
City of Dubuque Consent Items # 15.
ITEM TITLE: Healthy Homes & Childhood Lead Poisoning Prevention
Program Contract and Subcontracts
SUMMARY: City Manager recommending approval of a contract with the
Dubuque County Board of Health and the lowa Department
of Public Health for continued funding of the Childhood
Lead Poisoning Prevention Program, and a renewed
agreement with the Visiting Nurse Association for services
related to the Childhood Lead Poisoning Prevention
Program and Healthy Homes Program.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Childhood Lead Poisoning Agreementwith VNA-NNM City Manager Memo
Memo
Staff Memo Staff Memo
Contract Supporting Documentation
Subcontractwith VNA Supporting Documentation
Subcontract with Dub. Co. Board of Health Supporting Documentation
THE CITY OF Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: lowa Department of Public Health (IDPH) Childhood Lead Poisoning and
Healthy Homes Funding and Agreement with the Visiting Nurse
Association (VNA) and the Dubuque County Board of Health
DATE: September 25, 2018
Public Health Specialist Mary Rose Corrigan recommends City Council approval of a
contract with the Dubuque County Board of Health and the lowa Department of Public
Health for continued funding of the Childhood Lead Poisoning Prevention Program, and
a renewed agreement with the Visiting Nurse Association for services related to the
Childhood Lead Poisoning Prevention Program and Healthy Homes Program. The
contract is for $8,802, an increase from the FY18 award of$5,496.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�� �� ���
Mic ael C. Van Milligen �� �
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Mary Rose Corrigan, Public Health Specialist
THE CTTY OF Dubuque
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DUB E 'il��i;'
Masterpiece on the Mississippi Z°°' Z°'Z
2013 2017
TO: Mike Van Milligen, City Manager
FROM: Mary Rose Corrigan, Public Health Specialist
SUBJECT: lowa Department of Public Health (IDPH) Childhood Lead Poisoning and
Healthy Homes Funding and Agreement with the Visiting Nurse
Association (VNA) and the Dubuque County Board of Health
DATE: September 24, 2018
INTRODUCTION
This memorandum provides information regarding a contract with the Dubuque County
Board of Health and the lowa Department of Public Health (IDPH) for continued funding
of the Childhood Lead Poisoning Prevention Program (CLPPP), a renewed agreement
with the VNA for services related to the CLPPP and Healthy Homes Program.
BACKGROUND
In February 1994, the City Council approved a grant agreement authorizing the Health
and Housing Services Departments to contract with the lowa Department of Public
Health for environmental follow-up and medical case management for children with lead
poisoning according to the lowa Department of Public Health guidelines. The original
funding contract has been renewed annually. The latest contract ended June 30, 2018.
DISCUSSION
The lowa Department of Public Health contracts with local Boards of Health for
distribution of their funds. This allows local Boards of Health to monitor public health
funding, avoid duplication of services and assure community health needs are
addressed (see attached contract.)
The subcontracted funds will allow the Health and Housing Services Departments to
provide additional follow-up of lead poisoned children through contracted nursing
services provided by the Dubuque Visiting Nurse Association, education for employees,
and monies to do outreach and education in targeted neighborhoods regarding lead
poisoning and healthy homes activities.
The contract also includes updated program performance standards, which we currently
strive to achieve through our existing protocols and outreach programs. The grant funds
will be reimbursed based on the specific activities outlined in the budget.
BUDGETIMPACT
The FY19 budget anticipated funding of$6,400. The contract is for $8,802, an increase
from FY18 award of$5,496. The sub-agreement with the VNA will be paid utilizing
funds from the IDPH grant.
RECOMMENDATION
It is recommended that the City Manager sign the attached subcontract with the
Dubuque County Board of Health, and the agreement with the Dubuque Visiting Nurse
Association on behalf of the City of Dubuque.
MRC/Ih
cc: Alexis Steger, Housing Services Manager
Kim Glaser, Lead and Healthy Homes Program Manager
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lowa Department of Public Health
' IDPH Protecting and Improving the Heal[h of lowans
Kim Reynolds Adam Gregg
Gerd W. Clabaugh,MPA Governor Lt. Govemor
Director
CONTRACT#: 5889LP03 PROJECT TITLE: FY19 Childhood Lead
Poisoning Prevention Program
CONTRACTOR LEGAL NAME AND ADDRESS: PROJECT PERIOD: July 1, 2018 - June 30, 2019
Dubuque County Board of Health
720 Central Ave. CONTRACT PERIOD: July 1 , 2018 - June 30, 2019
Dubuque, IA 52001-7079
TOTAL CONTRACT AMOUNT: $8802
STATE OF IOWA DEPT. OF ADMINISTRATIVE FUNDING SOURCE:
SERVICES VENDOR#: 00002128749 FEDERAL: $0
STATE: $8802
WarranUpayment mailing address OTHER:$0
(if different from legal address): i�cerayer,oy scace: So
Interagency Federal: $0
Private/Fees/Oth er:$0
Federal Subrecipient Addendum Needed? NO
IOWA CODE CHAPTER 8F DESIGNATION:
This contract is NOT covered by lowa Code chapter 8F
The Contrador agrees to pertorm the work and to provide the services described in the Special conditions for the consideration
stated herein. The duties, rights and obligations of the parties to this contrad shall be governed by the Contract Documents,
which include the Special Conditions, General Conditions, Request for Proposal and Application.
The Contrador has reviewed and agrees to the lowa Department of Public Health General Conditions Effective Julv 1, 2016 as
posted on the DepartmenYs website under Funding Opportunities or as available by contacting Kevin Offcer at(515)242-5902.
The contrador specifes no changes have been made to the Special Conditions or General Conditions.
The parties hereto have executed this contract on the day and year last specifed below.
For and on behalf of the Department: For and on behalf of the Contractor:
By: By:
Ken Shary, Director Insert Date(requiretl if not a tligital signature):
Division of ADPER& EH
Lucas State Offce Building, 321 E. 12th Street, Des Moines, IA 50319-0075�515-281-7689 �vrv✓w.idph.iowa.gov
DEAF RELAY(Hearing or Speech Impaired)711 or 1-800-735-2942
Special Conditions for Contract # 5889LP03
Article I- Identification of Parties:
This contract is entered into by and between the lowa Department of Public Health
(hereinafter referred to as Department) and the Contractor, as identified on the contract
face sheet.
Article II - Designation of Authorized State Official:
Ken Sharp, Director, Division of Acute Disease Prevention, Emergency Response, and
Environmental Health is the Authorized State Official for this contract. Any changes in
the terms, conditions, or amounts specified in this contract must be approved by the
Authorized State Official. Negotiations concerning this contract should be referred to
Kevin Officer, Community Health Consultant, at kevin.officer@idph.iowa.gov or 515-
242-5902.
Article III - Designation of Contract Designation of Project Director:
1 . The Contractor, as listed on the Contract Face Sheet, is responsible for financial
and administrative matters of this Contract.
2. The Project Director, as designated by the Contractor and listed in Article IV—
Key Personnel for Project Implementation, has the authority to manage the
contract and the legal responsibility to assure compliance with all contract
conditions. Negotiations concerning this contract should be referred to the
Project Director.
3. The Project Director will receive key communications from the DEPARTMENT
and will be responsible for keeping the Contractor and all Authorized Agencies
informed of any relevant contract issues.
4. It is the Contractor's sole responsibility to ensure appropriate individual(s) have
registered within IowaGrants. The Contractor acknowledges that all assigned
individuals to the Grant Tracking site have full rights (add, modify, and delete) for
all Grant Tracking components including contractual forms, reporting forms, and
claims submission. The Contractor designates Bonnie Brimeyer as the Grantee
Contact in IowaGrants (www.lowaGrants.qov) who shall regulate and assign
access of appropriate individuals to this grant site.
Article IV — Key Personnel:
The following individuals(s) shall be considered key personnel for purposes of this
contract:
De artment Personnel
Name Title Email Address
Carmily Stone Bureau Chief Carmily.Stone@idph.iowa.gov
Kevin Officer Program Contract Kevin.Officer@idph.iowa.gov
Manager
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Ke Contractor Personnel
Name Title Email Address
Patrice Lambert Project Director patrice.lambert@dubuquecounty.us
Kim Glaser Program kglaser@cityofdubuque.org
Coordinator
Bonnie Brimeyer Finance Manager bonnie.brimeyer@dubuquecounty.us
Mary Rose Corrigan HHLPSS Data mcorriga@cityofdubuque.org
Manager
Tim Link, Maddy Certified EBL tlink@cityofdubuque.org,
Haverland Inspector/Risk Mhaverla@cityofdubuque.org
Assessor
The Contractor shall notify the department in writing within ten (10) working days of any
change of Key Personnel identified in this section.
Article V - Statement of Contract Purpose:
The purpose of this contract is to provide funds for the Contractor to ensure that
childhood lead poisoning prevention activities are conducted as specified in this contract
and in compliance with lowa Administrative Code (IAC) 641— Chapter 72.
Article VI - Description of Work and Services:
CLPPP SERVICE AREA
The CLPPP service area is Dubuque County.
DESIGNATED AGENCY
Dubuque County Health Department
13047 City View Drive
Dubuque, IA 52002
CLPPP Activities and Services
In compliance with the Department-approved work plan within IowaGrants, the
Contractor shall:
A. Blood Lead Testing
1 . Ensure that all children under the age of six years receive blood
lead testing according to the Childhood Lead Poisoning Prevention
Program (CLPPP) protocols.
2. Ensure medical providers, Title V Child Health, WIC, Community
Empowerment, and other programs within their jurisdiction conduct
initial and follow-up blood lead testing according to CLPPP
protocols.
3. Ensure parents, guardians, and caregivers are informed of the
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results of blood lead testing of all children tested within their
jurisdiction.
B. Medical Case Management
1 . Coordinate medical case management services and activities within
the jurisdiction, as prescribed according to CLPPP protocols, with
medical providers, Title V Child Health, WIC, Community
Empowerment, and other child health programs that may be
involved in the management of lead-poisoned children.
2. Document all clinical case management activities occurring within
the jurisdiction in the Healthy Homes & Lead Poisoning
Surveillance System (HHLPSS) for children with blood lead levels
greater than or equal to 10 micrograms per deciliter (�ag/dL).
C. Environmental Case Management
1 . Coordinate environmental case management activities and
services within the jurisdiction.
2. Ensure elevated blood lead (EBL) inspections occur in dwellings
associated with an EBL child. Ensure EBL inspections are
conducted by an lowa certified EBL inspector/risk assessor.
3. Ensure follow-up inspections are conducted to verify if lead-
based paint hazards identified during an EBL inspection have
been remediated.
4. Enrollment as a Medicaid provider or have an agreement with an
agency that is a Medicaid provider so that elevated blood lead
(EBL) inspection services can be recovered under Medicaid as
reimbursement and used as program income.
5. Adoption of local lead hazard codes or regulations within the
jurisdiction requiring hazards to be repaired in the homes of EBL
children. A model code is available at lowa Administrative Code
641—Chapter 68. Applicants may adopt this model code by
reference. Local regulations must be as protective as lowa
Administrative Code 641—Chapter 68.
6. Documentation of all environmental case management activities
occurring within the jurisdiction in HHLPSS.
D. Data Management
1 . Ensure that all case management actions for children with blood
lead levels greater than or equal to 10 �ag/dL occurring within the
jurisdiction, such as contact with the family or provider, EBL
inspections, lead hazard remediations, home nursing or outreach
visits, nutrition evaluations, and developmental assessments, be
recorded weekly in the HHLPSS database according CLPPP
protocols.
2. Ensure all reports specified in ARTICLE VIII — REPORTS are
provided by the deadlines given in this contract.
3. Facilitate the reporting of blood lead samples analyzed by
medical providers, hospitals, clinical labs, and other health care
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facilities. lowa Administrative Code 641-1 .6 requires all Blood
lead results less than 20 micrograms per deciliter (�ag/dL) be
reported to the Department on a weekly basis, and results equal
to or greater than 20 �ag/dL be reported daily.
4. All requests for CLPPP data needed to support the local CLPPP
and fulfill the requirements of this contract be submitted to the
Department in a timely manner using the Lead Data Request
form in Appendix II.
5. Assist the Department in ensuring all patient and address records
in HHLPSS are complete and accurate.
6. Notify the Department of HHLPSS database errors and missing
records immediately.
7. Records and data are managed according to the following:
a. Data Use. All records and data provided by this contract
shall be used only for purposes as set forth in the contract.
The Contractor shall not use or permit others to use the
records and data in any way except for the purposes
outlined in this contract.
b. Data Storage. All records and data received pursuant to
this contract shall be stored in a secure locked area with
access restricted to project personnel for purposes only as
set forth in Article VII of this Contract. Contractor shall
comply with Department and State information technology
standards.
i. Data Backup Standard: Applicable to Entities which
utilize data systems to process, store, transmit or
monitor information.
ii. Data Stewardship Standard: Applicable to Entities
which utilize data systems to process, store,
transmit or monitor information.
iii. Interconnectivity Standard: Applicable to Entities
which utilize data systems to process, store,
transmit or monitor information.
iv. Laptop Data Protection Standard: Applicable to
Entities which utilize laptops to process, store,
transmit or monitor data.
v. Removable Storage Encryption Standard: Applicable
to Entities which utilize removable storage devices
to process, store, transmit or monitor information.
Current state information technology standards are
accessible online at
https://ocio.iowa.qov/standards.
c. Confidentiality. Contractor shall maintain the
confidentiality of all confidential records and data released
pursuant to this Contract. Contractor shall not disclose any
confidential information contained in these records or data,
including but not limited to names and other identifying
information of persons who are the subject of such
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records, either during the period of this Contract or
hereafter. All identifiable and personal indicators shall be
kept strictly confidential and shall not be used or released
for any purpose.
Contractor shall immediately report to IDPH any
unauthorized disclosure of confidential information. Such
disclosure shall be grounds for immediate termination of
this Contract.
d. Ownership. Records and data provided by IDPH to
Contractor, and any files related by linking these data files,
pursuant to this Contract shall remain the property of the
IDPH at all times.
e. Re-release. Contractor may not re-release data provided
by this contract without expressed written permission from
IDPH. Data provided by this contract is for use solely by
the Contractor and only for the purposes outlined in this
contract.
f. Aggregate Data Publication. The Contractor agrees to
provide a copy of all proposed publications to IDPH at
least thirty (30) days in advance of the proposed
dissemination date. The publication shall not be published
in any format without the prior written consent of IDPH.
Any publication of aggregate data shall comply with IDPH
confidentiality guidelines, including IDPH Policy for
Release of Confidential Public Health Records.
i. If the Contractor is associated with an lowa regent
institution, the Contractor agrees to comply with the
conditions regarding publications and presentations
contained in Section 8(b) "i" of the General
Conditions for Contracts with State Universities,
effective August 17, 2017.
ii. If Contractor is not associated with an lowa regent
institution, Contractor agrees to provide a copy of
the proposed publication to IDPH at least thirty (30)
days in advance of the proposed dissemination
date. The publication shall not be published in any
format without the prior written consent of IDPH.
g. Data Linkage. Contractor may not link the data provided by
this contract to any other dataset without express written
permission from IDPH.
E. Education/Outreach
1 . The Contractor shall develop and implement an education,
outreach, and training program that provides information about
childhood lead poisoning to members of the community, including
parents, medical providers, property owners, and community
policy makers within their jurisdiction.
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2. Organize an annual meeting or training session with partners,
stakeholders, and programs (e.g., early childhood education
programs, social services, school systems, public housing
agencies, etc.) that provide services or housing to children.
Meetings should engage partners in strategizing, planning,
developing, and implementing lead-related activities and services
within their jurisdiction.
3. Assure medical providers, hospitals, and other child health
programs educate parents and guardians on a child's blood lead
test results and provide information on how-to eliminate or
minimize future lead exposures.
4. Develop community partnerships to address childhood lead
poisoning prevention within the jurisdiction you are applying.
5. Conduct education and outreach campaigns to raise public
awareness about lead-related issues.
6. Connect parents and guardians of lead-exposed children to
services that can provide assistance in addressing lead-related
issues.
F. Training
1 . The Contractor shall send at least one individual to attend a
CLPPP regional meeting. Travel expenses are the responsibility
of the successful applicant. The Department will reimburse travel
expenses up to the limits established by lowa Department of
Administrative Services and outlined in Article X.
G. Reporting
1 . The Contractor shall provide Quarterly Progress Reports to IDPH
on the IowaGrants.gov web site. The quarterly progress report
shall include data and details about CLPPP program activities
and services provided within the CLPPP service area in the
quarter in which claims are being submitted for reimbursement.
Quarterly progress reports must be submitted by: October 30,
2018, January 31 , 2019, April 30, 2019, and July 31 , 2019.
2. The Contractor shall submit quarterly claims to IDPH in
IowaGrants.gov. Quarterly claims must be submitted by: October
30, 2018, January 31 , 2019, April 30, 2019, and July 31 , 2019.
H. Program Maintenance
1 . The Contractor shall submit a plan of action to the department
prior to discontinuing the program. The plan must describe how
the program will be continued on a maintenance basis during this
transition period.
Article VII — Performance Measure
Reimbursement under the contract will be based upon:
1 . Timely submission of quarterly claims and quarterly reports.
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2. Quarterly progress reports must describe the level of efforts towards meeting
each deliverable outlined in the budget section.
a. The narrative description in the quarterly progress report must describe
the contractor's efforts to meet the performance measures/goals
outlined for each deliverable, along with barriers encountered.
b. The Department may request additional information from the
Contractor to satisfy documented efforts through progress report
negotiation or other means as appropriate.
3. All deliverables must meet Department approval prior to payment of the
reimbursement. Failure to provide deliverables meeting Department
satisfaction may result in non-payment of a corresponding deliverable.
The Contractor shall submit any documentation required for the performance measure
into the progress reports component of the grant site within IowaGrants.gov.
Article VIII — Reports:
The Contractor shall complete and submit the following reports in the grant site located
in IowaGrants prior to claim submission.
Report Title Form Frequency/Type Date Due
Quarterly Progress Report �submitted Quarterly October 30, 2018,
through grant site.) January 31 , 2019,
April 30, 2019,
July 31 , 2019
Quarterly Performance Measure Data Quarterly October 30, 2018,
Repo1't (Prepared by IDPH and uploaded to January 31 , 2019,
grantsite.) April 30, 2019,
July 31 , 2019
Quarterly Case Management Report Quarterly October 30, 2018,
(Prepared by IDPH and uploaded to grant site.) January 31 , 2019,
April 30, 2019,
July 31 , 2019
Quarterly Claim and Support Quarterly October 30, 2018,
Documentation Report (if applicable) January 31 , 2019,
April 30, 2019,
July 31 , 2019
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Article IX - Budget:
Deliverable-based Reimbursement
Reimbursement under this contract will be deliverable-based. These amounts are all
inclusive and no other costs or expenses will be provided.
Deliverable Performance Measures/Goals Due Dates Fixed
(description) Cost
A. Documented A1. Increase the number of children in the CLPPP Quarterly 20% of
efforts to increase service area between the ages of 12 and 35 months (Q1, Q2, allocated
blood lead testing, who had a blood lead test. Q3, Q4) funds/4
if population
available. A2. Increase the percentage of children in the
CLPPP service area before the age of 6 who
receive a blood lead test.
B. Documented B3. Ensure that at least 95% of children with Quarterly 25% of
efforts to ensure capillary blood lead levels greater than or equal to (Q1, Q2, allocated
follow up blood lead 20 �ag/dL receive confirmatory venous blood lead Q3, Q4) funds/4
testing for elevated tests within the scheduled time frame according to
blood lead levels. CLPPP protocols.
B4. Ensure that at least 75% of children with
capillary blood lead levels greater than or equal to
10 �ag/dL receive confirmatory venous blood lead
tests within the scheduled time frame according to
CLPPP protocols.
B5. Ensure that at least 75% of children confirmed
with an initial case making blood lead level between
10-14 �ag/dL receive follow-up testing at an interval
of 12 weeks/84 days.
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C. Documented C6. Ensure that at least 95% of children confirmed Quarterly 30% of
efforts to ensure with an initial case making blood lead level greater (Q1, Q2, allocated
referral and than or equal to 15 �ag/dL receive a home nursing or Q3, Q4) funds/4
delivery of outreach visit within the scheduled time frame
services for according to CLPPP protocols.
elevated blood
lead levels. C7. Ensure that at least 95% of children confirmed
with an initial case making blood lead level greater
than or equal to 15 �ag/dL receive a nutrition
evaluation within the scheduled time frame
according to CLPPP protocols.
C8. Ensure that 100% of children with an initial case
making venous blood lead level greater than or
equal to 20 �ag/dL receive a complete medical
evaluation from a physician.
C9. Refer 100% of children with confirmed blood
lead levels greater than or equal to 15 �ag/dL to the
local Area Education Agency for the appropriate
developmental testing, evaluation, and assessment.
C10. Ensure that at least 95% of children confirmed
with an initial case making blood lead level greater
than or equal to 20 �ag/dL receive the appropriate
developmental testing, evaluation, and assessment
from their local Area Education Agency.
D. Documented D11. Complete environmental investigations for Quarterly 20% of
efforts to ensure 100% of homes associated with children having (Q1, Q2, allocated
environmental venous blood lead levels greater than or equal to 20 Q3, Q4) funds/4
follow up services 1�9�dL or persistent blood lead levels from 15-19
for elevated blood 1�9�dL within scheduled time frame.
lead levels.
D12. Contact at least 95% of the occupants and/or
owners of dwellings where lead hazards have been
identified within 30 days of the initial investigation to
check their progress towards making the dwelling
lead-safe.
D13. Follow up on 100% of investigations completed
in previous years at least once every 12 months
(annually) until lead hazard remediation has been
completed.
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E. Documented E14. Give presentations about childhood lead Quarterly 5% of
efforts of poisoning prevention to each of the following groups (Q1, Q2, allocated
community at least once during the contract period: Q3, Q4) funds/4
outreach and A. Members oftargeted high risk
education related populations and those who work for
to childhood lead agencies that provide service to these
poisoning. high risk populations.
B. Members of the general public,
including homeowners, landlords,
Realtors, and members of community
organizations.
C. Health professionals and para-
professionals, including physicians,
nurses, and laboratory technicians.
Total Fixed Cost: $ (100%
of
al located
funds
The Contractor shall receive written approval from the Department prior to spending the
final three (3) percent of all funds awarded.
Article X - Payments:
1 . Submission of Claims for contract period:
The Contractor shall complete and submit a claim quarterly for activities and
services occurring during that period of time. The claim shall be submitted in the
grant site located in IowaGrants by: October 30, 2018, January 31 , 2019, April
30, 2019, and July 31 , 2019.
The Department shall verify the Contractor's performance of the provision of
Services/Deliverables and timeliness of claims before making payment. The
Department may elect not to pay claims that are considered untimely.
2. End of State Fiscal Year Claims Submission: Notwithstanding the time frames
above, and absent:
i. longer timeframes established in federal law or
ii. the express written consent of the Department,
the Contractor shall submit all claims to the Department by August 10th for all
services performed in the preceding state fiscal year (the State fiscal year ends
June 30).
The Department will not automatically pay end of state fiscal year claims that are
considered untimely. If the Contractor seeks payment for end of state fiscal year
claim(s) submitted after August 10th, the Contractor may submit the late claim(s),
as well as a justification for the untimely submission. The justification and request
for payment must be submitted within the Correspondence component of this
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grant site. The Department may reimburse the claim if funding is available after
the end of the fiscal year.
If funding is not available after the fiscal year, the claim may be submitted to
State Appeal Board in accordance with instructions for consideration. Instructions
for this process may be found at:
http://www.dom.state.ia.us/appeals/qeneral claims.html.
3. The Department shall pay all approved invoices/claims in arrears. The
Department may pay in less than sixty (60) days, but an election to pay in less
than sixty (60) days shall not act as an implied waiver of lowa law.
4. Final payment may be withheld until all contractually required reports have been
received and accepted by the Department. At the end of the contract period,
unobligated contract amount funds shall revert to the Department.
5. Warrants (payments) for services provided under this contract will be made
payable to the Contractor and mailed to the Contractor at the Contractor Legal
Address as listed on the contract face page.
a. If the Contractor authorizes payments under this contract to be mailed to
an address other than the Contractor Legal Address, the Contractor shall
provide that address to the Department in the Alternate Mailing Address
portion of the Business Organization Form — Contact Information section
of the grant site form found in IowaGrants.
b. This address will be inserted in the 'Warrant/payment mailing address (if
different from legal address)' field on the contract face page.
6. All funding payable to the Contractor must be received by the County Treasurer
Office [lowa Code 331 .552(1)] and credited to the general fund of the county
[lowa Code 331 .427(1)]. If the Department is made aware the funding payable to
the Contractor is deposited into an account other than County Treasury, all
current and future contractual funds issued by the Department (regardless of
contractual program) will be delivered to the Contractor only via Electronic Fund
Transfer (EFT) or by mailing the warrant to the Contractor if the EFT option has
not been activated by the Contractor.
Article XI — Additional Conditions
1 . All work plan revisions must be approved by the Department prior to
implementation. Requests for work plan revisions must be received by the
department on or before May 31 , 2019.
2. XRF analyzers that were originally purchased, in part or in whole, with lowa
Department of Public Health grant funds, are to be shared with other elevated
blood lead (EBL) inspector/risk assessors that have a contract with the Childhood
Lead Poisoning Prevention program. This sharing is to be at no cost other than
their travel to pick up and deliver the machine. Programs are strongly
encouraged to also share the XRF analyzers with government and private, non-
profit housing agencies that employ appropriately certified inspector/risk
12
assessors. Any fees received for sharing the machine with government and
private, non-profit housing agencies are considered program income that shall be
returned to the lead program and used to enhance lead program efforts.
3. As a condition of the contract, the Contractor shall assure linkage with the local
board of health in each county where services are provided. The Contractor will
assure that the local board of health has been actively engaged in planning for,
and evaluation of, services. It will also maintain timely and effective
communications and ongoing collaboration with the local board of health in each
county where services are provided.
4. Funds may not be spent for:
a. indirect costs,
b. chelation or other medical treatment of lead poisoning,
c. lead hazard remediation,
d. blood lead analyses that could be reimbursed by Medicaid,
e. environmental inspections (EBL inspections, clearance inspections) that
could be reimbursed by HUD or any other program that reimburses for
these services.
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APPENDIX I
Mandatory Reporting of
Blood Lead Level Results
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APPENDIX I
Mandatory Reporting of Blood Lead Level Results
lowa Administrative Code Sec. 641-1.6(3) states that for blood lead testing,
"...analytical results shall be reported to the department at least weekly in an electronic
format specified by the department."
We suggest you use the Lead Care Reporting Software available through Magellan, the
company which manufactures the LeadCare II machine. Here is a link to download the
Lead Care Reporting software (if clicking on the link doesn't work, just copy and paste
into your browser):
http://www.leadcare2.com/Product-Support/Reportinq-Solutions
Also included in the link are some instructions on using the software developed by
Magellan, and the specifications for reporting for the State of lowa. If you need
additional help, IDPH can connect you with other LeadCare II user locations.
Here are the pieces of information that are required for each result reported:
Name Date of Sample
Date of Birth Sample Type (Capillary or Venous)
Street Address or PO Box Numerical result
City Lab Name
State Provider Name and
Zip Facility Name
Race
Ethnicity
Sex
(This information is required by the Lead Poisoning Prevention Program at the federal
Centers for Disease Control.)
Critical things to keep in mind:
1) lowa Code requires weekly reporting of all blood lead tests.
2) You must inform us immediately via phone call at 1-800-972-2026 or by fax at 1-
515-281-4529 of any test results at 20 or above. (These more critical levels require that
15
our staff or local public health staff follow up with the child's family and/or care provider
in a timely manner.)
3) Reporting must be done electronically in a format specified by the Department. We
currently accept three specified formats: HL7 (the standard reporting format used by
healthcare information systems), the XML format produced by the LeadCarell Software
manufactured by Magellan, Inc., and the Excel spreadsheet attached to your weekly
reminder.
4) Reporting must be done via a secure e-mail channel using the State of lowa's
Secure Mail system. What follows is a set of instructions on using this system.
Sending Blood Lead Level Results via the State of lowa's Secure Mail system
You will be receiving a scheduled message on Monday of each week as a reminder to
report your lead tests. The message will contain the image below and prompt you to
click on a hyperlink to read the message.
You have received a secure email from the State of lowa.
1 . When you click on the hyperlink, you will be taken to a login page where you will be
required to create an new account —
2. You will be guided step-by-step through this process; CAREFULLY READ THE
INSTRUCTIONS
NOTE: for additional details on lowa.gov SecureMail, see the user guide at:
http://das.ite.iowa.qov/docs/infrastructure/External User Guide to Secure Email
Svstem.pdf
3. DOCUMENT AND SAVE YOUR SecureMail CREDENTIALS FOR FUTURE USE
4. Login to your lowa.gov SecureMail account
5. Open the newly received SecureMail message with "IDPH Lead Reporting" in the
subject line
Reporters that use the LeadCare011 software to create a reporting file
• just need to reply to the SecureMail message and
• attach the reporting file to the reply by clicking on the 'Attach' button near the top
of the message window
• click the 'Send' button to send the message
Reporters that use an Excel template for reporting:
• Stop usinq all previous reportinq templates and spreadsheets
• When you access the SecureMail message, please open the attachment located
at the bottom of the screen and save this to a location with which you are familiar
(Desktop on your computer or a familiar network location) — If you are a laboratory that
currently submits an Excel template you should have received an example of this
16
template in a previous email from IDPH.
• Open the NEW TEMPLATE and enter your lead reporting information
• Save the template
• Attach the reporting file to the reply by clicking on the 'Attach' button near the top
ofthe message window
• Click the 'Send' button to send the message
17
Appendix II
Lead Data Request Form
18
LEAD DATA REQUEST
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Submit comple[etl form to Rab Walker aL Robert.Walker@IDPH.Iawa.gov
THANN YOU: Vout requestwill be pmcessetl in �M1e o�tle� iti✓as receivetl.
19
SUBCONTRACT
BETWEEN
THE CITY OF DUBUQUE, IOWA,
AND
THE DUBUQUE VISITING NURSE ASSOCIATION
FOR THE
HEALTHY HOMES AND CHILDHOOD LEAD POISONING PREVENTION PROGRAM
This Subcontract between the City of Dubuque, Iowa and The Visiting Nurse
Association is dated for reference purposes the 1St day of July, 2018.
Whereas, Dubuque County, Iowa (Contractor) has entered into Contract 5887LP03
with the Iowa Department of Public Health for Public Health (the Department) for the
Healthy Homes (HH) and Childhood Lead Poisoning Prevention Program (CLPPP) (the
Contract), a copy of which is attached hereto, pursuant to which Contractor will provide the
work and services described in the Contract in accordance with the Special Conditions
therein, and the General Conditions, a copy of which is attached hereto; and
Whereas, the City of Dubuque, Iowa (City) is the Contract Administrator of the
Contracts; and
Whereas, it is necessary for City to subcontract for certain work and services; and
Whereas, City now desires to enter into this Subcontract with the Visiting Nurse
Association (VNA) to provide the work and services described herein upon the terms and
conditions set forth herein.
NOW, THEREFORE, IT IS AGREED BY AND BETWEEN CITY AND VNA AS
FOLLOWS:
SECTION 1. WORK AND SERVICES. City and VNA agree to provide the following work
and services (the Work and Services):
1.1. City's Responsibilities. City agrees that it will provide the following services for the
HH & CLPPP:
(1) Submit reports/vouchers and other reporting requirements as required by the
Iowa Department of Public Health (IDPH), the Centers for Disease Control and
Prevention (CDC), and the Department of Housing and Urban Development (HUD).
(2) Provide for environmental investigations and environmental case
management for lead abatement\lead hazard reduction and healthy homes
interventions in housing units in the city of Dubuque, Iowa, and Dubuque County as
referenced in the attached IDPH contract #5887LP03, dated July 1, 2018 -June 30,
2019.
(3) Provide compensation to the VNA during the term of this Agreement not to
exceed $6,500 for the performances of VNA's responsibilities as set forth herein.
(4) Oversee and direct medical case management and educational/outreach
activities through verbal and written direction.
1.2. VNA's Responsibilities. VNA agrees to provide the following services for HH &
CLPPP during the term of this Agreement for the agreed compensation:
(1) Provide written quarterly reports on lead and healthy homes activities utilizing
the Iowa Quarterly Report Narrative Outline.
(2) Provide electronic documentation of medical case management and related
activities into City's lead and healthy homes database systems, HHLPSS,
and of educational activities performed for each month by the 10th of the
following month.
(3)
Provide for blood lead testing, medical case management, data
management, and community education outreach as referenced in the
attached IDPH contract #5887LP03, dated July 1, 2018 -June 30, 2019 using
a form agreed to by the City and VNA.
SECTION 2. CONTRACT POLICIES AND REQUIREMENTS. In providing the Work and
Services, VNA agrees to comply with the requirements in the Contract, including the
Special Conditions, and the General Conditions, to the extent applicable to the Work and
Services described in Section 1.
SECTION 3. ACCESS TO BOOKS AND RECORDS. VNA to provide access, upon
reasonable notice, for the purpose of audit and examination, to its documents, papers, and
records, to the extent such documents, papers, and records are related to the Work and
Services, to the Department, Contractor, City, or any of their duly authorized
representatives.
SECTION 4. COSTS TO BE REIMBURSED. Cost reimbursed will be based on
performance measures and outcomes as outlined in the attached IDPH contract
#5887LP03, dated July 1, 2018 -June 30, 2019 using a form agreed to by the City and
VNA. The Healthy Homes activities will be invoiced to the City for VNA staff time plus
benefits at 32% through the completion of the HUD Lead Hazard Control grant.
SECTION 5. INCORPORATION OF THE CONTRACT. VNA agrees that all of the
provisions of the Contract, including audit requirements, are incorporated herein by this
reference and VNA shall have all of the same requirements, obligations and conditions as
Contractor with respect to VNA's Work and Services.
SECTION 6. PERIOD OF PERFORMANCE. Unless terminated as provided herein, the
Period of Performance for the Work and Services shall be from the the 1st day of July
2018, through the 30th day of June 2019.
SECTION 7. TERMINATION. Either party may terminate this Subcontract for any reason,
with or without cause, upon ten (10) days written notice to the other party. In the event of
termination, City shall compensate VNA for its Work and Services rendered through the
date of termination.
SECTION 8 INDEMNIFICATION.
(1) VNA agrees to defend, indemnify, and hold Department, City and Contractor,
and their officers, and employees harmless from and against any and all claims of
any kind arising out of or related to VNA's negligence in the performance of the
Work and Services pursuant to this Subcontract.
(2) City agrees to defend, indemnify, and hold VNA and its officers, and
employees harmless from and against any and all claims of any kind arising out of
or related to City's negligence in the performance of the Work and Services
pursuant to this Subcontract.
SECTION 9. INSURANCE. VNA shall at its expense maintain insurance with the same
coverage which Contractor is required to maintain under Par. 13 of the General Conditions.
CITY OF DUBUQUE, IOWA
By:
Michael C. Van Milligen
City Manager
VISITING NURSE ASSOCIATION
By:
Stacey Kil an
Administrative Director
SUBCONTRACT FOR HEALTHY HOMES AND CHILDHOOD LEAD POISONING
PREVENTION SERVICES
BETWEEN
DUBUQUE COUNTY BOARD OF HEALTH
AND
THE CITY OF DUBUQUE
WHEREAS, the Dubuque County Board of Health (County Board), as
Contractor, has entered into an Agreement (the Agreement) wit the Iowa Department of
Public Health to perform childhood lead poisoning prevention services as set forth in
the Agreement (Contract # 5887LP03), a copy of which is attached hereto; and
WHEREAS, County Board desires to enter into a subcontract with the City of
Dubuque (City) to perform the services required by the Agreement and City desires to
provide such services through its Health Services Department.
NOW, THERFORE, IT IS AGREED BY AND BETWEEN THE PARTIES AS
FOLLOWS:
1. City shall perform all of the services required of the Contractor in the
Agreement.
2. County Board shall pay City for its services in the same manner as County
Board as Contractor will be paid for its services under the Agreement.
Signed and dated the day of , 2018.
Patrice Lambert Michael C. Van Milligen
Dubuque County Board of Health City Manager