IDPH Childhood Lead Poisoning and Healthy Homes Agreement with Visiting Nurses Association and Dubuque County Board of HealthCity of Dubuque
City Council Meeting
Consent Items # 19.
Copyrighted
September 20, 2021
ITEM TITLE:
Iowa Department of Public Health (I DPH) Childhood Lead Poisoning
and Healthy Homes Funding and Agreement with the Visiting Nurse
Association (VNA) and the Dubuque County Board of Health
SUMMARY:
City Manager recommending approval of a contract with the Dubuque
County Board of Health and the Iowa 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
Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description
Type
Subcontract with Dubuque County and VNA for
Childhood Lead Poisoning Prevention-MVM Memo
MVM MEMO IDPH FY22 CLPP Agreement with VNA
and DBQ Co Board of Health
Lead subcontract with County Board of Health
Lead subcontract with VNA for the HH & CLPP
IDPH Contract Amendment 1 FY21-FY22 Childhood
Lead Poisoning Prevention Program
I DPH Contract FY2020-2021 with Dubuque County
City Manager Memo
Staff Memo
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
THE CITY OF
Dubuque
DUB TEE
All -America City
Masterpiece on the Mississippi
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Iowa 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 14, 2021
Public Health Specialist Mary Rose Corrigan recommends City Council approval of a
contract with the Dubuque County Board of Health and the Iowa 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.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:jh
Attachment
CC' Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Mary Rose Corrigan, Public Health Specialist
THE CITYF
DUijB- El
Masterpiece on the Mississippi
TO: Mike Van Milligen, City Manager
Dubuque
AII•Aneries CO
vaixwuav[: iru3.r
1IIII®r
2007.2012-2013
2017*2019
FROM: Mary Rose Corrigan, Public Health Specialist
SUBJECT: Iowa 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 7, 2021
INTRODUCTION
This memorandum provides information regarding a contract with the Dubuque County
Board of Health and the Iowa 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 Iowa Department of Public
Health for environmental follow-up and medical case management for children with lead
poisoning according to the Iowa Department of Public Health guidelines. The original
funding contract has been renewed annually. The latest contract ended June 30, 2021.
DISCUSSION
The Iowa 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 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 FY22 budget anticipated funding of $8,802. The contract is for $8,802, the same
as the FY22 award. 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.
M RC/cm
cc: Alexis Steger, Housing Services Manager
John Tharp, Lead and Healthy Homes Program Manger
2
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 # 5881 LP03), 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 20 day of September, 2021.
Patrice Lambert
Dubuque County Board of Health
Michael C. Van Milligen
City Manager
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, 2021.
Whereas, Dubuque County, Iowa (Contractor) has entered into Contract 5881 LP03
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 between Contractor and Department; 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. Cit '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 abatementllead 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#5881 LP03, dated July 1, 2021-June 30,
2022.
(3) Provide compensation to the VNA during the term of this Agreement not to
exceed $7,000.00 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 Healthy
Homes (HH) & Childhood Lead Poisoning Prevention (CLPPP) during the term of this
Agreement for the agreed compensation;
(1) Provide written quarterly reports and billing on lead and healthy homes
activities utilizing the Iowa Quarterly Report Narrative Outline and the billing
form approved by the City.
(2) Provide electronic documentation of medical case management and related
activities into City's lead and healthy homes database systems, Healthy
Homes and Lead Poisoning Surveillance System (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 #5881 LP03, dated July 1, 2021-June 30, 2022 using
a form agreed to by the City and VNA.
(4) Enrollment as a Medicaid provider so that elevated blood level (EBL)
inspection services provided by the City can be recovered under Medicaid as
reimbursement and used as program income reimbursed to the City.
(5) VNA shall support the City's efforts to be a viable, livable, and equitable
community, and to advance equity and inclusion. City will provide
opportunities to demonstrate this support by inviting the Executive Director of
the VNA and any employees working on services covered by this agreement
to participate professional development opportunities and supporting
activities such as:
a. The opportunity to be active and engaged participants in Inclusive
Dubuque peer learning opportunities and strategic efforts-
b. The opportunity to attend intercultural and equity workshops offered
by the City, including workshops that focus on developing an
intercultural team with a strategic plan for advancing equity and
inclusion within the VNA and through the VNA's work;
C. Assistance in creating status reports that demonstrate the ways in
which the VNA's efforts are advancing equity and inclusion, and
Access to the City's equity toolkit.
SECTION 2. CONTRACT POLICIES AND REQUIREMENTS. In providing the Work and
Services, VNA agrees to comply with the requirements in the County 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
#5881 LP03, dated July 1, 2021-June 30, 2022 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.
SECTIONS. INCORPORATION OF THE CONTRACT. VNA agrees that all of the
provisions of the County 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
2021, through the 30th day of June 2022.
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 in compliance
with City Insurance Schedule G, attached as Exhibit A.
CITY OF DUBUQUE, IOWA
By:
4ca-e! �CVn Mil igen
City Manager
VISITING NURSE ASSOCIATION
By-
Stacey Killi n
Administrative Director
IDPHProtecting and Improving
the Health of Iowans
IOWA Department
of PUBLIC HEALTH Kim Reynolds, Governor Adam Gregg, Lt. Governor Kelly Garcia, Interim Cirentor
CONTRACT #: 5881 LP03E
AMENDMENT #: Amendment 1
CONTRACTOR:
Dubuque County Board of Health
PROJECT TITLE: FY21-FY22 Childhood Lead
Poisoning Prevention Program
Pursuant to the Proclamation of Disaster Emergency for COVID-19, Section 147, the Iowa
Department of Public Health (IDPH) is suspending the service procurement process for this
contract and waiving or altering conditions and expectations of the above mentioned contract as
outlined herein. This flexibility is meant to mitigate the direct and indirect effects of this public
health disaster on our contractors and IDPH staff.
This contract is amended to provide for a one year extension. The contract period for this
extension is: July 1, 2021 through June 30, 2022. The new contract number for the extension
period will be: 5881 LP03E
The end date of the project period is now: June 30, 2022.
Notice: The funds and budget outlined in the SFY21 contracts must be expended by the June 30,
2021 contract date or they will revert to the Department. None of those funds will carry over with
this extension.
All conditions of the SFY21 contract will apply to the SFY22 contract year, with the exception of the
following:
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,
2021, January 31, 2022, April 30, 2022, and July 31, 2022.
2. The Contractor shall submit quarterly claims to IDPH in IowaGrants.gov. Quarterly
claims must be submitted by: October 30, 2021, January 31, 2022, April 30, 2022,
and July 31, 2022.
Lucas Stare Nce 6oilding - 321 Casa 12th Stud - Des Moines_ IA 51]319 - 5k5 N]H09 - www_idph. iawa.gav
9EAf RELAY (blearing or Speech Impaired) 711 or k.8R1].735.2942
IDPHProtecting and Improving
the Health of Iowans
IOWA Department
of PUBLIC HEALTH Kim Reynolds, Governor Adam Gregg, Lt. Governor Kelly Garcia, Interim Cirentor
Article VIII - Reports
The Contractor shall complete and submit the following reports in the grant site
located in IowaGrants.
Quarterly Progress Report (submitted through grant site)
October 31, 2021
January 31, 2022
April 30, 2022
July 31, 2022
Quarterly Performance Measure Data Report
October 31, 2021
(Prepared by IDPH and uploaded to grant site.)
January 31, 2022
April 30, 2022
July 31, 2022
Quarterly Case Management report
October 31, 2021
(Prepared by IDPH and uploaded to grant site)
January 31, 2022
April 30, 2022
July 31, 2022
Quarterly Claim and Support Documentation
October 31, 2021
(If applicable)
January 31, 2022
April 30, 2022
July 31, 2022
Identify the total contract amount for SFY22 only: $8,802.00
The funding source for this contract extension will remain the State of Iowa.
Article IX — Budget
Deliverable -based Reimbursement
Reimbursement under this contract will remain deliverable -based. The details of this section of the
FY21 Contract will remain in effect. These amounts are all inclusive and no other costs or
expenses will be provided.
Contractors will be expected to complete the work and service expectations as outlined in the
contract and as modified here or through additional contract amendment. Reimbursement is based
on provision of services and the contractor shall maintain documentation for expenses in
compliance with normal accounting practices and be able to reconcile costs.
Lucas Stare Nce 6oilding - 321 Casa 12th Stud - Des Moines_ IA 51]319 - 5f5 N]H09 - www_idph. iawa.gav
9EAr RELAY (blearing or Speech Impaired) 711 or 1.8RR.735.2942
IDPHProtecting and Improving
the Health of Iowans
IOWA Department
of PUBLIC HEALTH Kim Reynolds, Governor Adam Gregg, Lt. Governor Kelly Garcia, Interim ClreCtOr
All other conditions and terms of the contract remain in effect.
All other conditions and terms of the contract remain in effect. The contractor specifies no
additional changes have been made to the Special Conditions or General Conditions. The parties
hereto have executed this contract amendment on the day and year last specified below.
For and on behalf of the Department:
Digitally signed by Sharp,
Sharp, Ken pyre: 2021.07.15
By: 11:44:29-05'00'
Ken Sharp, Director
Division of ADPER & EH
For and on behalf of the Contractor:
Patrice DiOit'signed by Patricebetl cn
DH'. cn=Patrice Lambert, o-D,=Dubuque
County Health Department,—1-1-1th,
By: Lambert smalIsath elambe�@doboquecuuotyu
Date. 2021,06. D4 11 25s7-D5DO'
Insert Date (required if not a digital signature):
Lucas Stare Nce 6oilding - 321 Casa 12th Sweet - Des Moines_ IA 51]319 - 5f5 M]H09 - www_idph. iawa.gav
I]EAF RELAY (Hearing or Speech Impaired) 711 or 1.M.735.2942
10PH
IOWA Department
of PUBLIC HEALTH
Protecting and Irnpreving
the Haelth of Iowans
fmrrlW hAw1h IL-u:"ir
VA Reynolds. Governor
Adam Gregg, LI Ref ernnr
CONTRACT #: 5 8 8 1 L P 0 3
PROJECT TITLE: FY21 Childhood Lead Poisoning
Prevention Program
CONTRACTOR LEGAL NAME AND ADDRESS:
PROJECT PERIOD: July 1, 2020 — June 30, 2021
Dubuque County Board of Health
720 Central Ave.
Dubuque, IA 52001-7079
STATE OF IOWA DEPT. OF ADMINISTRATIVE
CONTRACT PERIOD: July 1, 2020 — June 30, 2021
SERVICES VENDOR #: 00002128749
Warrant/payment mailing address
TOTAL CONTRACT AMOUNT: $8,802.00
(if different from legal address):
FUNDING SOURCE:
FEDERAL: $0
STATE: $8,802.00
2/12
AMOUNT:$1,468.00
OTHER:$0
Interagency State: $0
Interagency Federal: $0
Private/Fees/Other:$0
Federal Subrecipient Addendum Needed? NO
IOWA CODE CHAPTER 8F DESIGNATION:
This contract is NOT covered by Iowa Code chapter 8F
The Contractor agrees to perform 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 contract shall be governed by the
Contract Documents, which include the Special Conditions, General Conditions, Request for Proposal and Application.
The Contractor has reviewed and agrees to the Iowa Department of Public Health General Conditions Effective July 1,
2019 as posted on the Department's website under Funding Opportunities or as available by contacting Kevin Officer at
515-242-5902. The contractor specifies 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 specified below.
For and on behalf of the Department:
For and on behalf of the Contractor:
Digitally signed by Sharp, Ken
Sharp Ken oate:zozo.os.oz,,:z,a8
B-os,00,
y
=am
Patrice LambertD;no-o40oa,
B - tsar°;°osaa�w=,-us
y:
Insert Date (required if not a digital signature):
Ken Sharp, Director
Division of ADPER & EH
Lucas StateUlficeKilding - 321East MhStreet - Des Moines. IA50219 - 515.20-76S9 - wwwAph.iowa.gav
USAF RELAY (Peering or Speech Impaired) 711 or 1.800.735.2942
Special Conditions for Contract # 5881 LP03
Article I- Identification of Parties:
This contract is entered into by and between the Iowa 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(a 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 such as work plans, personnel, reporting forms,
and claims submission. The Contractor designates Patrice Lambert as the Grantee
Contact in IowaGrants (www.lowaGrants.gov) who shall regulate and assign access of
appropriate individuals to this grant site.
2
Article IV — Key Personnel:
The following individual(s) shall be considered key personnel for purposes of this contract:
Department Personnel
Name
Title
Email Address
Carmily Stone
Bureau Chief
carmily.stone(a�idph.iowa.gov
Kevin Officer
Program Contract
Manager
kevin.officeO(a idph.iowa.gov
Janet Lemmermann
Program Contact
Janet.lemmermann(a)-idph.iowa.gov
Key Contractor Personnel
Name
Title
Email Address
Patrice Lambert
Project Director
patrice.lambert@dubuquecounty.us
Sharon Gaul
Program Coordinator
sgaul@cityofdubuque.org
Mary Rose Corrigan
Finance Manager
mcorriga@cityofdubuque.org
Mary Rose Corrigan
Data Manager
mcorriga@cityofdubuque.org
Tim Link, Maddy Haverland
Certified EBL
Inspector/Risk Assessor
tlink@cityofdubuque.org,
Mhaverla@cityofdubuque.org
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 Iowa Administrative Code (IAC) 641— Chapter 72.
The Department is actively working to strengthen our capacity to address health inequities in
Iowa. Health equity is defined as the attainment of the highest possible level of health for all
people by achieving the environmental, social, economic and other conditions in which all
people have the opportunity to attain their highest possible level of health. This contract
promotes health equity by enabling local public health agencies to carry out childhood lead
poisoning prevention activities for high -risk geographic areas and at -risk populations for lead
exposure.
Article VI - Description of Work and Services:
CLPPP SERVICE AREA
The CLPPP service area is Dubuque County
DESIGNATED AGENCY
Dubuque County Health Department
1225 Seippel Rd
Dubuque, IA 52002
563-557-7396
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 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 (pg/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 Iowa 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.
0
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 Iowa Administrative Code 641—Chapter 68.
Applicants may adopt this model code by reference. Local regulations
must be as protective as Iowa 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 pg/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 facilities. Iowa
Administrative Code 641-1.6 requires all Blood lead results less than 20
micrograms per deciliter (pg/dL) be reported to the Department on a
weekly basis, and results equal to or greater than 20 pg/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
61
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.gov/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 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.
If the Contractor is associated with an Iowa regent
institution, the Contractor agrees to comply with the
conditions regarding publications and presentations
6
contained in Section 8(b) "i" of the General Conditions for
Contracts with State Universities, effective August 17,
2017.
If Contractor is not associated with an Iowa 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.
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 Iowa Department of Administrative
Services and outlined in Article X.
G. Reporting
1. The Contractor shall provide Quarterly Progress Reports to IDPH on
7
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, 2020, January 31, 2021, April 30, 2021, and
July 31, 2021.
2. The Contractor shall submit quarterly claims to IDPH in IowaGrants.gov.
Quarterly claims must be submitted by: October 30, 2020, January 31,
2021, April 30, 2021, and July 31, 2021.
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 successful implementation of the
contractors workplan activities outlined for meeting the requirements and deliverables outlined
in the budget section, in addition to:
1. Timely submission of quarterly claims and quarterly reports.
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 foreach
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.
0
Report Title
Form Frequency/Type
Date Due
Quarterly Progress Report (Submitted
Quarterly
October 30, 2020,
through grant site.)
January 31, 2021,
April 30, 2021,
July 31, 2021
Quarterly Performance Measure
Quarterly
October 30, 2020,
Data Report (Prepared by IDPH and
January 31, 2021,
uploaded to grant site.)
April 30, 2021,
July 31, 2021
Quarterly Case Management Report
Quarterly
October 30, 2020,
(Prepared by IDPH and uploaded to grant
January 31, 2021,
site.)
April 30, 2021,
July 31, 2021
Quarterly Claim and Support
Quarterly
October 30, 2020,
Documentation Report (if
January 31, 2021,
applicable)
April 30, 2021,
July 31, 2021
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
(description)
Performance Measures/Goals
Due Dates
Fixed
Cost
A. Documented
Al. Increase the number and percentage of children
Quarterly
20% of
efforts to increase
in the CLPPP service area between the ages of 12
(Q1, Q2,
allocated
blood lead testing, if
and 35 months who had a blood lead test.
Q3, Q4)
funds/4
population
available.
A2. Increase the percentage of children in the
CLPPP service area before the age of 6 who receive
a blood lead test.
9
Deliverable
(description)
Performance Measures/Goals
Due Dates
Fixed
Cost
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 pg/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 pg/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 blood lead level between 10-14 pg/dL
receive follow-up testing at an interval of 12
weeks/84 days.*
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 pg/dL receive a home nursing or
Q3, Q4)
funds/4
delivery of services
outreach visit within the scheduled time frame
for elevated blood
according to CLPPP protocols.*
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 pg/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 fag/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 pg/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 pg/dL receive the appropriate
developmental testing, evaluation, and assessment
from their local Area Education Agency.*
10
Deliverable
Performance Measures/Goals
Due Dates
Fixed
(description)
Cost
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
pg/dL or persistent blood lead levels from 15-19
for elevated blood
pg/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.*
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 of targeted 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
allocated
funds)
*For deliverables marked with an "*" the contractor will receive the fixed cost payment for the
corresponding period in the event there is no eligible population for the stated deliverable
requirement.
The Contractor shall receive written approval from the Department prior to spending the final
three (3) percent of all funds awarded.
Article X - Payments:
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, 2020, January 31, 2021, April 30, 2021, and July
31, 2021.
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 timeframes 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 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/general 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 Iowa 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
12
found in IowaGrants.
a. This address will be inserted in the `Warrant/payment mailing address (if different
from legal address)' field on the contract face page.
All funding payable to the Contractor must be received by the County Treasurer Office
[Iowa Code 331.552(1)] and credited to the general fund of the county [Iowa 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
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, 2021.
2. XRF analyzers that were originally purchased, in part or in whole, with Iowa Department
of Public Health grant funds, and 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 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. The Contractor shall ensure all IowaGrants.gov Grant Tracking site component
information is accurate and current. This is inclusive of personnel, work plans, and
budget forms. Requests by the Contractor for access to update the Grant Tracking site
components shall be submitted through correspondence to the IDPH Program Contract
Manager. If an update is approved by the Department, an amendment to the contract
may be required.
5. Funds may not be spent for:
a. indirect costs,
b. chelation or other medical treatment of lead poisoning,
13
a. lead hazard remediation,
b. blood lead analyses that could be reimbursed by Medicaid,
c. environmental inspections (EBL inspections, clearance inspections) that could be
reimbursed by HUD, Medicaid, or any other program that reimburses for these
services.
14
/_1»AL1I110
Mandatory Reporting of
Blood Lead Level Results
15
APPENDIX I
Mandatory Reporting of Blood Lead Level Results
Iowa 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/Reporting-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 Iowa. 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 Provider Name
State Facility Name (draw location)
Zip Lab 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:
Iowa 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 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 LeadCare® II
Software manufactured by Magellan, Inc., and the Excel spreadsheet attached to your
16
weekly reminder.
Reporting must be done via a secure e-mail channel using the State of Iowa's Secure
Mail system. What follows is a set of instructions on using this system.
Sending Blood Lead Level Results via the State of Iowa'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 Iowa.
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 — THIS IS A ONE-TIME PROCESS
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.gov/docs/infrastructure/External User Guide to Secure Email SVst
em.pdf
3. DOCUMENT AND SAVE YOUR SecureMail CREDENTIALS FOR FUTURE USE
4. Login to your lowa.gov SecureMail account
5. Open the MOST CURRENTLY received message with "IDPH Lead Reporting" inthe
subject line
Reporters that use the LeadCare® 11 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 using all previous reporting 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 template in a previous email
ii"' MIT10]9C1
• Open the NEW TEMPLATE and enter your lead reporting information
• Save the template
• Attach the newly saved 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
17
Appendix II
Lead Data Request Form
In
LEAD DATA REQ U EST
Date of request: I Date required:
f * + + + + * + + * # * + + t + + + + + 4 + * + * + + + * + 4 + * + * + + + *
CONTACT INFORMATION:
N afne:
Program:
e-mail,
Prone number:
+*+++++.+++*+*#*+�+++rt+++-+ + + + � + + + + + ++++++*+++*
SERVICE REQUEST:
Service Type-
Format of Data
Purpose :
Access to Data
Data Requested:
-W*-1P+0.*-W*w+t*-W*-W+-&*t+0***t+0*t+t*t *++t.+++t*t+4 * t+t
Submit completed farm to Kevin Officer at: kevis.officer tdph.iowa.gov
THAN K YOU: Your request Will be processed in the order it was received_
19