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HomeMy WebLinkAboutResolutions - 2021.12.09 - 35115PROJECT TITLE: Fetal Infant Mortality Review (FIMR) Case Abstraction Start Date: 10/01/2021 End Date: 09/30/2022 Project Synopsis: Qualified individuals will perform medical record case abstraction for Fetal Infant Mortality Review to include the following: • Utilize the FIMR Sampling Plan for case selection provided by the MDHHS FIMR Coordinator and MDHHS Maternal & Infant Epidemiologist. • Review of medical records involved in fetal and infant death to include, but not limited to hospital records, prenatal records, emergency, and medical examiner's records. • Interact with other agencies and service providers involved in infant's death (Child Protective Services, local health department, law enforcement). • Develop de -identified case summaries from the above abstracted information, as well as the FIMR interview. • Attend the review team meetings to facilitate the presentation of the cases and develop recommendations, utilizing the Michigan FIMR CRT Recommendation Form and Michigan FIMR Log of Local Recommendations. • Utilize the Michigan FIMR Health Equity Toolkit and/or other resources for training FIMR CRT members on equity, bias, diversity, and inclusion. • Enter cases into the National Fatality Review Case Reporting System (FIMR database) at the National Center for Fatality Review and Prevention. Reporting Requirements (if different than agreement language): Quarterly progress reports following the template supplied by the State coordinator. Quarterly reports are due the 15th of the month following the end of the quarter and are submitted to Audra Brummel, State coordinator, via email at brummela(c)michigan.gov. Reporting Time Period Due Date .Ist Quarter October 1 — December 31 January 15 2"d Quarter January 1 — March 31 April 15 3rd Quarter April 1 — June 30 July 15 4th Quarter July 1 — September 30 October 15 Any additional requirements (if applicable): Each completed case abstraction will be compensated at $270.00 per case. ® FIMR team recommendations and information will be used to inform the State of Michigan infant mortality reduction efforts. Maximum Program Reimbursement: Grantee { Berrien County Health Department Calhoun County Public Health Department Detroit Health Department Genesee County Health Department Ingham County Health Department Jackson County Health Department Kalamazoo County Health and Community Services Department Kent County Health Department Macomb County Health Department Public Health Muskegon County Oakland County Department of Health and Human Services/Health Division Saginaw County Health Department Maximum Reimbursement Amount $ 4,050 $ 3,240 $ 2,700 $ 4,115 $ 3,240 $ 3,240 ' • :1 $ 9,450 $ 4,050 $ 2,700 $ 6,480 PROJECT TITLE: Fetal Infant Mortality Review (FIMR) Interviews Start Date: 10/01/2021 End Date: 09/30/2022 Project Synopsis: Conduct Fetal Infant Mortality Review (FIMR) interviews with the intent of informing the FIMR case abstraction process and informing the infant mortality reduction efforts both locally and statewide. Reporting Requirements (if different than agreement language): Mid -year progress report and final report using the FIMR interviews template provided by the State coordinator, which will address what was learned about preventability at the individual, clinical care, health system, community, and policy level are due April 15 and a final report due October 15 by submission to Audra Brummel, State coordinator, via email at brummela(a)michigan.gov. Any additional requirements (if applicable): Each completed FIMR interview will be compensated at $125.00 per interview. A maximum of 6 visits are reimbursable per fetal/infant death up to the contract allocation. FIMR team recommendations and information will be used to inform the State of Michigan infant mortality reduction efforts. Utilize the following Michigan FIMR Network resources: a) Michigan FIMR' Network Maternal/Family Interview Guide b) FIMR Case Review Team (CRT) Recommendation Form and the Log of Local FIMR Recommendations c) Michigan FIMR Network Health Equity Toolkit Additional Requirements for Detroit Health Department only: At least 1 MMMS next of kin interviews will be completed by December 31, 2021. Each completed MMMS next of kin interview will be compensated at $250.00 per interview. A maximum of 6 visits are reimbursable per case up to the contract allocation. The MMMS next of kin interview will follow the FIMR methodology and the Michigan FIMR Interview Guide questionnaire with additional questions relevant to maternal deaths. The MDHHS MMMS and FIMR Coordinators will provide the consent forms, questionnaire, and template for collecting interview summaries. • The DHD FIMR Interviewer will be invited to MMMS Maternal Mortality Review Committee (MMRC) meetings when an interview is completed to provide an overview and additional details on the interview. Maximum Program Reimbursement: Grantee Berrien County Health Department Calhoun County Public Health Department Detroit Health Department Ingham County Health Department Jackson County Health Department Kalamazoo County Health and Community Services Department Kent County Health Department Macomb County Health Department Public Health Muskegon County Oakland County Department of Health and Human Services/Health Division Maximum Reimbursement Amount $ 1,875 $ 1,500 $ 6,750 — FIMR $ 2,000 - MMMS $ 2,500 $ 1,250 $ 2,250 $ 1,250 $ 1,500 $ 625 $ 2,000 PROJECT: Gonococcal Isolate Surveillance project Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis ® To monitor trends in antimicrobial susceptibilities in N. gonorrhoeae. To characterize patients with gonorrhea (GC), particularly those infected with N. gonorrhoeae that are not susceptible to recommended antimicrobials. ® To phenotypically characterize antimicrobial -resistant isolates to describe the diversity of antimicrobial resistance in N. gonorrhoeae. To monitor trends in sexually transmitted N. Meningitidis Reporting Requirements (if different than contract language) Report Period Due Date(s) How to Submit Report On a quarterly basis, extract from EMR, and submit to MDHHS, the number of culture Written report submitted to: specimens collected and January 15, April 15, kenti3 aC�michigan.gov; number of presumptive positive Quarterly July 15, October 15 GC and suspected N.Men cc: specimens forwarded to CDC petersona7(a).michioan.00v and their designated laboratories for further testing. On a quarterly basis, for clients with GC positive isolates, or Written report submitted to: suspedemographic N. and behavioral Quarter) it January 15, April 15, kent13Ca�michiaan.gov; g p y July 15, October 15 data to MDHHS utilizing the cc: CDC required format. r)etersona7,�michigari.gov Any additional requirements (if applicable) • For each male STI clinic patient suspected of having GC (symptoms, known partner etc.), collect a urogenital sample using a Modified Thayer Martin (MTM) plate. • For male and female STI clinic patient suspected of having oral GC (symptoms, known partner etc.), collect a pharyngeal sample using a Modified Thayer Martin (MTM) plate. • For each male STI clinic patient who reports same sex partners, collect sample using a MTM plate from extragenital sites of exposure (rectal, pharyngeal), regardless of symptoms. For clients with positive isolates, submit specimen to CDC assigned Regional Laboratory for further testing; and associated demographic and behavioral data to the CDC and MDHHS at agreed intervals. PROJECT: Harm Reduction Support Services Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis Grantees and subrecipients of these funds are authorized by the State of Michigan to distribute syringes for the purposes of preventing the transmission of communicable diseases. These dollars will be used by the grantee to plan and implement syringe service programs within their jurisdictions. Grantees will develop policies and protocols following best practice guidance with respect to client registration, supply disposal and supply distribution, education of participants, staff training, referral to substance use treatment, referral or testing for infectious diseases, and provision of naloxone for overdose prevention. Reporting Requirements (if different than contract language) Grantees will be enrolled and submitting service delivery data to the Syringe Service Program Utilization Platform (SUP) Grantees will participate on monthly conference calls to discuss the state of SSP in Michigan, share successes, challenges, and best practices Any additional requirements (if applicable) • MDHHS or other contracted partners are available to provide technical assistance to grantees • Funds may not be used to buy sterile needles or syringes • Grantees must establish relationships to link clients to care for substance use disorder treatment • Grantees must be able to provide clients with naloxone • If sites are performing HIV and/or HCV testing, grantees should establish relationships to link clients to care for HIV and/or HCV follow-up testing and treatment. • If sites are not performing HIV and or/HIV testing, grantees should establish relationships to refer clients to HIV and/or HCV testing. PROJECT TITLE: HIV Care Coordination Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: The Ryan White HIV/AIDS Program provides a comprehensive system of HIV primary medical care, essential support services, and medications for low-income people living with HIV who are uninsured and underserved. The program provides funding to provide care and treatment services to people living with HIV to improve health outcomes and reduce HIV transmission among hard -to -reach populations. Reporting Requirements: 1. The Grantee shall permit the DHSP or its designee to conduct site visits and to formulate an evaluation of the project. 2. The Grantee and its subcontractors are required to use the HRSA-supported software CW to enter client and service data into the centrally managed database on a secure server. The Grantee must: a. Enter all Ryan White services delivered to HIV -infected and affected clients. b. Enter all data by the 10th of the following month. c. Complete collection of all required data variables and the clean-up of any missing data or service activities by the 10th of the following month. Grantee Report Submission Schedule Report Period Due Date(s) All Agencies: Ryan White Monthly 101h of the services delivered to HIV- following month infected and affected clients All Funded agencies: Quarterly Thirty days after Complete quarterly workplan the end of the progress reports budget period All Ryan White federally Quarterly Thirty days after funded agencies: FY22 actual the end of the expenditures by service budget period How to Submit Report Enter into CAREWare (CW) Submit in EGrAMS Email report to MDHHS- HIVSTIooerations(a)mi chigan.(iov Attached to quarterly FSR Report category, program income, and administrative costs through the RW Reporting Tool All Ryan White federally funded agencies: RW Form 2100 and RW Form 2300 Any additional requirements: Publication Rights Period Due Date(s) How to Submit Report Annually December 31, Uploaded to EGrAMS 2021 Portal Agency Profile When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, the Grantee receiving Federal funds, including but not limited to State and local governments and recipients of Federal research grants, shall clearly state: 1. The percentage of the total costs of the program or project that will be financed with Federal money. 2. The dollar amount of Federal funds for the project or program. 3. Percentage and dollar amount of the total costs of the project or program that will be financed by non -governmental sources. Fees The Grantee must establish and implement a process to ensure that they are maximizing third party reimbursements, including: a. Requirement, in agreement, that the Grantee maximize and monitor third party reimbursements. Requirement that Grantee document, in client record, how each client has been screened for and enrolled in eligible programs. Monitoring to determine that Ryan White is serving as the payer of last resort, including review of client records and documentation of billing, collection policies and procedures, and information on third party contracts. d. Grantee must adhere to the National Monitorino Standards for Rvan White Part B Grantees: Program and the National Monitorina Standards for Rvan White Grantees: Fiscal; and bill for services that are billable in accordance with the above. e. Ensure appropriate billing, tracking, and reporting of program income to support appropriate use for program activities. f. Program income is added to funding provided by the State of Michigan for the budget period and used to advance eligible program objectives. g. Provide a report detailing the expenditure and reinvestment of program income in the program (template will be provided by MDHHS). Grant Program Operation 1. The Grantee will participate in the Department needs assessment and planning activities, as requested. 2. The Grantee will participate in regular Grantee meetings which may be face-to- face, teleconferences, webinars, trainings, etc. The Grantee is highly encouraged to participate in other training offerings and information -sharing opportunities provided by the Department. 3. The Grantee is responsible for ensuring that staff retain minimum educational requirements for staff positions and are proficient in Ryan White -funded service delivery in their respective roles within the organization. Ensure that Ryan White funded staff receive MDHHS required case management training within one (1) year of hire. 4. Each employee funded in whole or in part with federal funds must record time and effort spent on the project(s) funded. The Grantee must: a. Have policies and procedures to ensure time and effort reporting. b. Assure the staff member clearly identifies the percentage of time devoted to contract activities in accordance with the approved budget. c. Denote accurately the percent of effort to the project. The percent of effort may vary from month to month, and the effort recorded for Ryan White funds must match the percentage claimed on the Ryan White FSR for the same period. d. Submit a budget modification to the Department in instances where the percentage of effort of contract staff changes (FTE changes) during the contract period. 5. The Grantee must include the following language in all Client Consent and Release of Information forms used for services in this agreement: "Consent for the collection and sharing of client information to providers for persons living with HIV under the Ryan White Program provided through (grantee name) is mandated to collect certain personal information that is entered and saved in a federal data system called CAREWare. CAREWare records are maintained in an encrypted and secure statewide database. I understand that some limited information in the electronic data may be shared with other agencies if they also provide me with services and are part of the same care and data network for the purpose of informing and coordinating my treatment and benefits that I receive under this Program. The CAREWare database program allows for certain medical and support service information to be shared among providers involved with my care, this includes but is not limited to health information, medical visits, lab results, medications, case management, transportation, Housing Opportunities for Persons with AIDS (HOPWA) program, substance abuse, and mental health counseling. I acknowledge that if I fail to show for scheduled medical appointments, I may be contacted by an authorized representative of (grantee name) in order to re-engage and link me back to care." 6. The Grantee must adhere to security measures when working with client information and must: a. Not email individual health information either internally or externally. b. Keep all printed materials in locked storage cabinets in locked rooms. c. Provide written documentation of annual Security and Confidentiality training for all staff regarding the Health Insurance Portability Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH), and the Michigan Public Health Code. d. Maintain the standards of CDC's Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Disease, and Tuberculosis Programs. CDC Website: httos://www.cdc.aovfnchhsti3/prop rami ntea ration/docs/Dcsidatasecuritvqu ideIi nes.Ddf. 7. The Grantee will complete the collection of all required data variables and clean- up any missing data or service activities by the 10th day after the end of each calendar month. 8. Subrecipient quality management program should: a. Include: leadership support, dedicated staff time for QM activities, participation of staff from various disciplines, ongoing review of performance measure data and assessment of consumer satisfaction. b. Include consumer engagement which includes, but is not limited to, agency - level consumer advisory board, participation on quality management committee, focus groups and consumer satisfaction surveys. c. Include conduction of at least one quality improvement (QI) project throughout the year, using the Plan -Do -Study -Act (PDSA) method to document progress. This QI project must be aimed at improving client care, client satisfaction, or health outcomes. 9. If the Grantee is federally funded for Ryan White services (one of which is a core medical service), the Grantee will develop and/or revise a Quality Management Plan (QMP) annually, to be kept on file at agency. QM Plans must contain these eleven components: • Quality statement • Quality infrastructure • Annual quality goals • Capacity building • Performance measurement • Quality improvement • Engagement of stakeholders • Procedures for updating the QM plan • Communication • Evaluation • Work Plan 10. The Grantee must consult and adhere to the Policy Clarification Notice (PCN) #16-02 established by Health Resources and Services Administration (HRSA). PCN #16-02 describes the core medical and support services that HRSA considers allowable uses of Ryan White grant funds and the individuals eligible to receive those services. A copy of the revised PCN 16-02 is available at this link. HRSA Unallowable Costs: 'An expanded list of "unallowable" arant costs is available in the PCN 16-02. a. HRSA RWHAP funds may not be used to make cash payments to intended clients of HRSA RWHAP-funded services. This prohibition includes cash incentives and cash intended as payment for HRSA RWHAP core medical and support services. Where a direct provision of the service is not possible or effective, store gift cards, vouchers, coupons, or tickets that can be exchanged for a specific service or commodity (e.g., food or transportation) must be used. b. Off -premises social or recreational activities (movies, vacations, gym memberships, parties, retreats) c. Medical Marijuana d. Purchase or improve land or permanently improve buildings e. Direct cash payments or cash reimbursements to clients f. Clinical Trials: Funds may not be used to support the costs of operating clinical trials of investigational agents or treatments (to include administrative management or medical monitoring of patients) g. Clothing: Purchase of clothing h. Employment Services: Support employment, vocational rehabilitation, or employment -readiness services. i. Funerals: Funeral, burial, cremation, or related expenses j. Household Appliances k. Mortgages: Payment of private mortgages I. Needle Exchange: Syringe exchange programs, Materials, designed to promote or encourage, directly, intravenous drug use or sexual activity, whether homosexual or heterosexual m. International travel n. The purchase or improvement of land o. The purchase, construction, or permanent improvement of any building or other facility p. Pets: Pet food or products q. Taxes: Paying local or state personal property taxes (for residential property, private automobiles, or any other personal property against which taxes may be levied) r. Vehicle Maintenance: Direct maintenance expense (tires, repairs, etc.) of a privately -owned vehicle or any additional costs associated with a privately -owned vehicle, such as a lease, loan payments, insurance, license or registration fees s. Water Filtration: Installation of permanent systems of filtration of all water entering a private residence unless in communities where issues of water safety exist. t. It is unallowable to divert program income (income generated from charges/ fees and copays from Medicare, Medicaid, other third -party payers collected to cover RW services provided) toward general agency costs or to use it for general purposes. u. Pre -Exposure Prophylaxis (PrEP) HIV/AIDS BUREAU POLICY 16-02 v. Non -occupational Post -Exposure Prophylaxis (nPEP). w. Gdneral-use prepaid cards are considered "cash equivalent" and are therefore unallowable. Such cards generally bear the logo of a payment network, such as Visa, MasterCard, or American Express, and are accepted by any merchant that accepts those credit or debit cards as payment. Gift cards that are cobranded with the logo of a payment network and the logo of a merchant or affiliated group of merchants are general -use prepaid cards, not store gift cards, and therefore are unallowable. * HRSA RWHAP recipients are advised to administer voucher and store gift card programs in a manner which assures that vouchers and store gift cards cannot be exchanged for cash or used for anything other than the allowable goods or services, and that systems are in place to account for disbursed vouchers and store gift cards. Personnel Transfer/Terminations As required by NIST SP 800-53 Details - PS-7e, the Grantee must notify MDHHS designated personnel in writing of any personnel transfers or terminations of personnel who possess information system privileges within CAREWare or MIDAP online data systems within 24 hours of change. 2. The Grantee shall notify MDHHS immediatelv through Qualtrics HERE of CAREWare users who are separated from the agency for deactivation. Record Maintenance/Retention 1. The Grantee will maintain, for a minimum of five (5) years after the end of the grant period, program, fiscal records, including documentation to support program activities and expenditures, under the terms of this agreement, for clients residing in the State of Michigan. 2. The Grantee will maintain client files and charts from last date of service plus seven (7) years. For minors, Grantee will maintain client files and records from last date of service and until minor reaches the age of 18, whichever is longer, plus seven (7) years. Software Compliance 1. The Grantee and its subcontractors are required to use the HRSA-supported software CW to enter client and service data into the centrally managed database on a secure server. 2. The Grantee must establish written procedures for protecting client information kept electronically or in charts or other paper records. Protection of electronic client -level data will minimally include: a. Regular back-up of client records with back-up files stored in a secure location. b. Use of passwords to prevent unauthorized access to the computer or Client Level Data program. c. Use of virus protection software to guard against computer viruses. 3. Provide annual training to staff on security and confidentiality of client level data and sharing of electronic data files according to MDHHS policies concerning sharing and Secured Electronic Data. 4. New staff needing access to CAREWare are required to submit the CAREWare user request form through Qualtrics HERE. Mandatory Disclosures 1. The Grantee will provide immediate notification to the Department, in writing, in the event of any of the following: a. Any formal grievance initiated by a client and subsequent resolution of that grievance. b. Any event occurring or notice received by the Grantee or subcontractor, that reasonably suggests that the Grantee or subcontractor may be the subject of, or a defendant in, legal action. This includes, but is not limited to, events or notices related to grievances by service recipients or Grantee or subcontractor employees. c. Any staff vacancies funded for this project that exceed 30 days. This information may be sent via US Mail to the DHSP in Lansing, MI. Technical Assistance To request technical assistance, please send an email to MDHHS- HIVSTIoperations(EY),michigan.gov or complete this form located on the DHSP website httr)s://www.michigan.(iov/mdhhs/0,5885,7-339-71550 2955 2982---,00.html ASSURANCES Compliance with Applicable Laws 1. The Grantee should adhere to all Federal and Michigan laws pertaining to HIV/AIDS treatment, disability accommodations, non-discrimination, and confidentiality. 2. Ryan White is payer of last resort; as such, the Grantee must adhere to the Public Health Service (PHS) Act. 3. The Grantee should have procedures to protect the confidentiality and security of client information. PROJECT TITLE: HIV Data to Care Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: Data to Care (D2C) is a Centers for Disease Control (CDC) program specifically focused on people living with HIV (PLWH) that are not engaged in care. D2C employs an intensive individualized outreach program which works to eliminate barriers (transportation, insurance, access/knowledge of access to medical care, stigma -related mental health issues, etc.) to accessing care through a combination of referrals and linkage to existing Early Intervention Services (EIS) providers, Ryan White Service providers and other community services. D2C is an essential program that facilitates access to HIV treatment. Reporting Requirements: The Grantee shall maintain up to date information in CAREWare (CW) in preparation for evaluation: Report NIC client level data and services provided list All Funded agencies: Complete quarterly workplan progress reports All Agencies: Ryan White Services Report (RSR) All Agencies: FY22 actual expenditures by service category, program income, and administrative costs through the RW Reporting Tool Period Due Date(s) Monthly 10th of the following month Quarterly 30 days after the end of the budget period Annual Generally, Grantee submission will open in early February and close early March. Monthly Thirty days after the end of the budget period How to Submit Report Enter into CAREWare Email report to MDHHS- HIVSTIooerationsCc michia an.gov Submission to HRSA through Electronic Handbook (EHB) Attached to monthly FSR • To complete the Ryan White Services Report (RSR), a Health Resources and Services Administration (HRSA) required annual data report, the Grantee must assure that all CW data is complete, cleaned, and entered into an online form via the HRSA EHB. RSR submission requirements include: a. The RSR shall have no more than 5% missing data variables. b. Exact dates for the Grantee submission will be provided by the Department each reporting year. c. The Department validates the data within the Grantee's RSR submission before receipt by HRSA. • Reports and information shall be submitted to the Division of HIV/STI Programs (DHSP). Please refer to the table for where to submit reports and information. • The DHSP shall evaluate the reports submitted for their completeness and accuracy. • The Grantee shall permit the DHSP or its designee to conduct site visits and to formulate an evaluation of the project. Any additional requirements: Publication Rights When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, the Grantee receiving Federal funds, including but not limited to State and local governments and recipients of Federal research grants, shall clearly state: 1. The percentage of the total costs of the program or project that will be financed with Federal money. 2. The dollar amount of Federal funds for the project or program. 3. Percentage and dollar amount of the total costs of the project or program that will be financed by non -governmental sources. Fees The Grantee must establish and implement a process to ensure that they are maximizing third party reimbursements, including: a. Requirement, in agreement, that the Grantee maximize and monitor third party reimbursements. b. Requirement that Grantee document, in client record, how each client has been screened for and enrolled in eligible programs. c. Monitoring to determine that Ryan White is serving as the payer of last resort, including review of client records and documentation of billing, collection policies and procedures, and information on third party contracts. d. Grantee must adhere to the National Monitoring Standards for Rvan White Part B Grantees: Program and the National Monitoring Standards for Rvan White Grantees: Fiscal; and bill for services that are billable in accordance with the above. e. Ensure appropriate billing, tracking, and reporting of program income to support appropriate use for program activities. f. Program income is added to funding provided by the State of Michigan for the budget period and used to advance eligible program objectives. g. Provide a report detailing the expenditure and reinvestment of program income in the program (template will be provided by MDHHS). Grant Program Operation 1. If Grantee is receiving NIC list via secure transfer (e.g. DCH file transfer): a. Grantees must enter NIC lists into CW. b. Grantees must maintain password protected NIC lists on secure server locations and not in any portable storage devices. c. Grantees must store NIC lists on shared servers and not on desktops or personal computers. d. Grantees must transmit updated surveillance data to MDHHS in pre -approved secure manners (e.g. DCH file transfer). e. If NIC lists or partial lists are sent via US Mail, list size must not exceed 10 individuals in a given mailing and words indicating HIV infection must not be contained in the sent documents. 2. If Grantee is receiving NIC list via direct CW import, grantee must complete necessary fields in CW for transfer back to Surveillance. 3. Grantees must not email NIC lists or individual health information contained on NIC lists either internally or externally. 4. The Grantee must adhere to security measures when working with client information and must: a. Not email individual health information either internally or externally. b. Keep all printed materials in locked storage cabinets in locked rooms. c. Provide written documentation of annual Security and Confidentiality training for all staff regarding the Health Insurance Portability Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH), and the Michigan Public Health Code. d. Maintain the standards of CDC's Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Disease, and Tuberculosis Programs httr)s://www.cdc.gov/nchhstp/i3rogrami nteq ration/does/r)csidatasecu ritvgu idelin es.pdf. Grantees will document all data sharing agreements and share a copy with the Department. The data sharing agreements may be emailed to MDHHS- HIVSTIooerations(a michiaan.aov 6. Grantees must provide written documentation of annual Security and Confidentiality training for all staff that have access to NIC lists. 7. Grantees will maintain the standards of CDC's Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Disease, and Tuberculosis Programs, httos://www. cdc.aov/nchhstp/Drogramintegration/does/ocsidatasecuritvguidelines.o df B. The Grantee will participate in the DHSP needs assessment and planning activities, as requested. a. The Grantee will participate in regular Grantee meetings which may be face-to- face, teleconferences, webinars, etc. The Grantee is highly encouraged to participate in other training offerings and information -sharing opportunities provided by the DHSP. b. The Grantee will use CW to report program activities, the Grantee must include the f4owing language in all Client Consent and Release of Information forms used`T?)r services in this agreement: "I also understand that some limited information in the electronic data may be shared with other agencies if they also provide me with services and are part of the same care and data network. [AGENCY] is mandated to collect certain personal information that is entered and saved in a database system called CAREWare. CW records are maintained in an encrypted and secure statewide database. The CW database program allows for certain medical and support service information to be shared among providers involved with your care, this includes but is not limited to medical visits, lab results, medications, case management, transportation, substance abuse, and mental health counseling. 9. In CW, the Grantee will complete the collection of all required data variables and clean-up any missing data or service activities by the 10th day after the end of each calendar month. 10.The Grantee must consult and adhere to the Policy Clarification Notice (PCN) #16- 02 established by Health Resources and Services Administration (HRSA). PCN #16-02 describes the core medical and support services that HRSA considers allowable uses of Ryan White grant funds and the individuals eligible to receive those services. A copy of the revised PCN 16-02 is available at this link. HRSA Unallowable Costs: 'An expanded list of "unallowable" grant costs is available in the PCN 16-02. a. HRSA RWHAP funds may not be used to make cash payments to intended clients of HRSA RWHAP-funded services. This prohibition includes cash incentives and cash intended as payment for HRSA RWHAP core medical and support services. Where a direct provision of the service is not possible or effective, store gift cards, vouchers, coupons, or tickets that can be exchanged for a specific service or commodity (e.g., food or transportation) must be used. b. Off -premises social or recreational activities (movies, vacations, gym memberships, parties, retreats) c. Medical Marijuana d. Purchase or improve land or permanently improve buildings e. Direct cash payments or cash reimbursements to clients f. Clinical Trials: Funds may not be used to support the costs of operating clinical trials of investigational agents or treatments (to include administrative management or medical monitoring of patients) g, Clothing: Purchase of clothing h. Employment Services: Support employment, vocational rehabilitation, or employment -readiness services. i. Funerals: Funeral, burial, cremation, or related expenses j. Household Appliances k. Mortgages: Payment of private mortgages I. Needle Exchange: Syringe exchange programs, Materials, designed to promote or encourage, directly, intravenous drug use or sexual activity, whether homosexual or heterosexual m. International travel n. The purchase or improvement of land o. The purchase, construction, or permanent improvement of any building or other facility p. Pets: Pet food or products q. Taxes: Paying local or state personal property taxes (for residential property, private automobiles, or any other personal property against which taxes may be levied) r. Vehicle Maintenance: Direct maintenance expense (tires, repairs, etc.) of a privately -owned vehicle or any additional costs associated with a privately -owned vehicle, such as a lease, loan payments, insurance, license or registration fees s. Water Filtration: Installation of permanent systems of filtration of all water entering a private residence unless in communities where issues of water safety exist. t. It is unallowable to divert program income (income generated from charges/ fees and copays from Medicare, Medicaid, other third -party payers collected to cover RW services provided) toward general agency costs or to use it for general purposes. u. Pre -Exposure Prophylaxis (PrEP) HIV/AIDS BUREAU POLICY 16-02 v. Non -occupational Post -Exposure Prophylaxis (nPEP). w. General -use prepaid cards are considered "cash equivalent" and are therefore unallowable. Such cards generally bear the logo of a payment network, such as Visa, MasterCard, or American Express, and are accepted by any merchant that accepts those credit or debit cards as payment. Gift cards that are cobranded with the logo of a payment network and the logo of a merchant or affiliated group of merchants are general -use prepaid cards, not store gift cards, and therefore are unallowable. HRSA RWHAP recipients are advised to administer voucher and store gift card programs in a manner which assures that vouchers and store gift cards cannot be exchanged for cash or used for anything other than the allowable goods or services, and that systems are in place to account for disbursed vouchers and store gift cards. Personnel Transfer/Terminations 1. As required by NIST SP 800-53 Details - PS-7e, the Grantee must notify MDHHS designated personnel in writing of any personnel transfers or terminations of personnel who possess information system privileges within CAREWare or MIDAP online data systems within 24 hours of change. 2. The Grantee shall notify MDHHS immediately through Qualtrics HERE of CAREWare users who are separated from the agency for deactivation. Record Maintenance/Retention 1. The Grantee will maintain, for a minimum of five (5) years after the end of the grant period, program, fiscal records, including documentation to support program activities and expenditures, under the terms of this agreement, for clients residing in the State of Michigan. 2. The Grantee will maintain client files, charts, and electronic records from last date of service plus seven (7) years. For minors, Grantee will maintain client files and records from last date of service and until minor reaches the age of 18, whichever is longer, plus seven (7) years. Software Compliance 1. The Grantee and its subcontractors are required to use the HRSA-supported software CW to enter client and service data into the centrally managed database on a secure server. The Grantee must: a. Enter all Ryan White services delivered to HIV -infected and affected clients. b. Enter all data by the 10th of the following month. c. Complete collection of all required data variables and the clean-up of any missing data or service activities by the 10th of the following month. 2. The Grantee must establish written procedures for protecting client information kept electronically or in charts or other paper records. Protection of electronic client -level data will minimally include: a. Regular back-up of client records with back-up files stored in a secure location. b. Use of passwords to prevent unauthorized access to the computer or Client Level Data program. c. Use of virus protection software to guard against computer viruses. d. Provide annual training to staff on security and confidentiality of client level data and sharing of electronic data files according to MDHHS policies concerning Sharing and Secured Electronic Data. 2. New staff needing access to CAREWare are required to submit the CAREWare user request form through Qualtrics HERE. Mandatory Disclosures 1. The Grantee will provide immediate notification to the Department, in writing, in the event of any of the following: a. Any formal grievance initiated by a client and subsequent resolution of that grievance. Any event occurring or notice received by the Grantee or subcontractor, that reasonably suggests that the Grantee or subcontractor may be the subject of, or a defendant in, legal action. This includes, but is not limited to, events or notices related to grievances by service recipients or Grantee or subcontractor employees. c. Any staff vacancies funded for this project that exceed 30 days. This information may be sent via US Mail to the DHSP in Lansing, MI. Technical Assistance To request technical assistance, please send an email to MDHHS- HIVSTIoperations(c)-michican.aov or complete this form located on the DHSP website httos://www.michican.00v/mdhhs/0,5885,7-339-71550 2955 2982---,00.html, ASSURANCES Compliance with Applicable Laws 1. The Grantee should adhere to all Federal and Michigan laws pertaining to HIV/AIDS treatment, disability accommodations, non-discrimination, and confidentiality. 2. Ryan White is payer of last resort; as such, the Grantee must adhere to the Public Health Service (PHS) Act. 3. The Grantee should have procedures to protect the confidentiality and security of client information. PROJECT I IT LE: HIV Housinq Assistance Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: The HIV Housing Assistance project will work to address issues related to housing for people living with HIV (PLWH). Housing has been shown as a significant barrier to achieving viral load suppression and this project will help provide support to PLWH to access stable housing to address this barrier and achieve positive outcomes. Reporting Requirements: Reporting Requirements: 1. The Grantee shall permit the DHSP or its designee to conduct site visits and to formulate an evaluation of the project. 2. The Grantee and its subcontractors are required to use the HRSA-supported software CW to enter client and service data into the centrally managed database on a secure server. The Grantee must: a. Enter all Ryan White services delivered to HIV -infected and affected clients. b. Enter all data by the 10th of the following month. c. Complete collection of all required data variables and the clean-up of any missing data or service activities by the 10th of the following month. Grantee Report Submission Schedule Report Period Due Date(s) How to Submit Report All Agencies: Ryan White Monthly 10th of the Enter into CAREWare services delivered to HIV- following month (CW) infected and affected clients All Funded agencies: Quarterly Thirty days after Submit in EGrAMS Complete quarterly workplan the end of the Email report to progress reports budget period MDHHS- HIVSTlooerationsOmi chigan.gov All Ryan White federally Quarterly Thirty days after Attached to quarterly funded agencies: FY22 actual the end of the FSR expenditures by service budget period category, program income, and Report — Period Due Date(s) How to Submit R�pnrr administrative costs through the RW Reporting Tool All Ryan White federally funded agencies: RW Form 2100 and RW Form 2300 Annually December31, 2021 Uploaded to EGrAMS Portal Agency Profile • Reports and information shall be submitted to the Division of HIV/STI Programs (DHSP). Please refer to the table for where to submit reports and information. • The DHSP shall evaluate the reports submitted for their completeness and accuracy. • The Grantee shall permit the DHSP or its designee to conduct site visits and to formulate an evaluation of the project, Any additional requirements: Publication Rights When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded In whole or in part with Federal money, the Grantee receiving Federal funds, including but not limited to State and local governments and recipients of Federal research grants, shall clearly state: 1. The percentage of the total costs of the program or project that will be financed with Federal money. 2. The dollar amount of Federal funds for the project or program. 3. Percentage and dollar amount of the total costs of the project or program that will be financed by non -governmental sources. Fees The Grantee must establish and implement a process to ensure that they are maximizing third party reimbursements, including: a. Requirement, in agreement, that the Grantee maximize and monitor third party reimbursements. b. Requirement that Grantee document, in client record, how each client has been screened for and enrolled in eligible programs. c. Monitoring to determine that Ryan White is serving as the payer of last resort, including review of client records and documentation of billing, collection policies and procedures, and information on third party contracts. a. Grantee must adhere to the National Monitorinq Standards for Rvan White Part B Grantees: Prooram and the National Monitoring Standards for Rvan White Grantees: Fiscal; and bill for services that are billable in accordance with the above. b. Ensure appropriate billing, tracking, and reporting of program income to support ?rprOn riafn 1 icA fnr nrnoram nrtivltiP.s. c. Program income is added to funding provided by the State of Michigan for the budget period and used to advance eligible program objectives. d. Provide a report detailing the expenditure and reinvestment of program income in the program (template will be provided by MDHHS). Grant Program Operation 1. If Grantee is receiving NIC list via secure transfer (e.g. DCH file transfer): a. Grantees must enter NIC lists into CW. b. Grantees must maintain password protected NIC lists on secure server locations and not in any portable storage devices. c. Grantees must store NIC lists on shared servers and not on desktops or personal computers. d. Grantees must transmit updated surveillance data to MDHHS in pre -approved secure manners (e.g. DCH file transfer). e. If NIC lists or partial lists are sent via US Mail, list size must not exceed 10 individuals in a given mailing and words indicating HIV infection must not be contained in the sent documents. f. If Grantee is receiving NIC list via direct CW import, grantee must complete necessary fields in CW for transfer back to Surveillance. g. Grantees must not email NIC lists or individual health information contained on NIC lists either internally or externally. 2. The Grantee must adhere to security measures when working with client information and must: a. Not email individual health information either internally or externally. b. Keep all printed materials in locked storage cabinets in locked rooms. c. Provide written documentation of annual Security and Confidentiality training for all staff regarding the Health Insurance Portability Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH), and the Michigan Public Health Code. d. Maintain the standards of CDC's Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Disease, and Tuberculosis Programs httr)s://www.cdc.qov/nchhstr)/Drogramintearation/docs/Dcsidatasecuritvauidelin es.pdf. e. Grantees will document all data sharing agreements and share a copy with the Department. The data sharing agreements may be emailed to MDHHS- HIVSTIoperations(a).michigan.gov Grantees must provide written documentation of annual Security and Confidentiality training for all staff that have access to NIC lists. g. Grantees will maintain the standards of CDC's Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Disease, and Tuberculosis Programs, httr)s://www.cdc.ciov/nchhStl3/Droaram intea ration/docs/Dcsidataseou ritvquideli n es. 3. The Grantee will participate in the Department needs assessment and planning activities, as requested. a. The Grantee will participate in regular Grantee meetings which may be face-to- face, teleconferences, webinars, etc. The Grantee is highly encouraged to participate in other training offerings and information -sharing opportunities provided by the DHSP. b. The Grantee will use CW to report program activities, the Grantee must include the following language in all Client Consent and Release of Information forms used for services in this agreement: "I also understand that some limited information in the electronic data may be shared with other agencies if they also provide me with services and are part of the same care and data network. [AGENCY] is mandated to collect certain personal information that is entered and saved in a database system called CAREWare. CW records are maintained in an encrypted and secure statewide database. The CW database program allows for certain medical and support service information to be shared among providers involved with your care, this includes but is not limited to medical visits, lab results, medications, case management, transportation, substance abuse, and mental health counseling. c. In CW, the Grantee will complete the collection of all required data variables and clean-up any missing data or service activities by the 10th day after the end of each calendar month. d. The Grantee must consult and adhere to the Policy Clarification Notice (PCN) #16-02 established by Health Resources and Services Administration (HRSA). PCN 416-02 describes the core medical and support services that HRSA considers allowable uses of Ryan White grant funds and the individuals eligible to receive those services. A copy of the revised PCN 16-02 is available at this link. HRSA Unallowable Costs: "An expanded list of "unallowable" grant costs is available in the PCN 16-02. a. HRS,4 RW AP func'c-."'- 1� of HRSA RWHAP-funded services. This prohibition includes cash incentives and cash intended as payment for HRSA RWHAP core medical and support services. Where a direct provision of the service is not possible or effective, store gift cards, vouchers, coupons, or tickets that can be exchanged for a specific service or commodity (e.g., food or transportation) must be used. b. Off -premises social or recreational activities (movies, vacations, gym memberships, parties, retreats) c. Medical Marijuana d. Purchase or improve land or permanently improve buildings e. Direct cash payments or cash reimbursements to clients f. Clinical Trials: Funds may not be used to support the costs of operating clinical trials of investigational agents or treatments (to include administrative management or medical monitoring of patients) g. Clothing: Purchase of clothing h. Employment Services: Support employment, vocational rehabilitation, or employment -readiness services. i. Funerals: Funeral, burial, cremation, or related expenses j. Household Appliances k. Mortgages: Payment of private mortgages I. Needle Exchange: Syringe exchange programs, Materials, designed to promote or encourage, directly, intravenous drug use or sexual activity, whether homosexual or heterosexual m. International travel n. The purchase or improvement of land o. The purchase, construction, or permanent improvement of any building or other facility p. Pets: Pet food or products q. Taxes: Paying local or state personal property taxes (for residential property, private automobiles, or any other personal property against which taxes may be levied) r. Vehicle Maintenance: Direct maintenance expense (tires, repairs, etc.) of a privately -owned vehicle or any additional costs associated with a privately -owned vehicle, such as a lease, loan payments, insurance, license or registration fees s. Water Filtration: Installation of permanent systems of filtration of aft water entering 2 private -residence i inlpcc in rnnimunftias wham. issues of water safetv exist. t. It is unallowable to divert program income (income generated from charges/ fees and copays from Medicare, Medicaid, other third -party payers collected to cover RW services provided) toward general agency costs or to use it for general purposes. u. Pre -Exposure Prophylaxis (PrEP) HIV/AIDS BUREAU POLICY 16-02 v. Non -occupational Post -Exposure Prophylaxis (nPEP). w. General -use prepaid cards are considered "cash equivalent' and are therefore unallowable. Such cards generally bear the logo of a payment network, such as Visa, MasterCard, or American Express, and are accepted by any merchant that accepts those credit or debit cards as payment. Gift cards that are cobranded with the logo of a payment network and the logo of a merchant or affiliated group of merchants are general -use prepaid cards, not store gift cards, and therefore are unallowable. * HRSA RWHAP recipients are advised to administer voucher and store gift card programs in a manner which assures that vouchers and store gift cards cannot be exchanged for cash or used for anything other than the allowable goods or services, and that systems are in place to account for disbursed vouchers and store gift cards. Personnel Transfer/Terminations As required by NIST SP 800-53 Details - PS-7e, the Grantee must notify MDHHS designated personnel in writing of any personnel transfers or terminations of personnel who possess information system privileges within CAREWare or MIDAP online data systems within 24 hours of change. 2. The Grantee shall notify MDHHS immediately through Qualtrics HERE of CAREWare users who are separated from the agency for deactivation. Record Maintenance/Retention 1. The Grantee will maintain, for a minimum of five (5) years after the end of the grant period, program, fiscal records, including documentation to support program activities and expenditures, under the terms of this agreement, for clients residing in the State of Michigan. 2. The Grantee will maintain client files and charts from last date of service plus seven (7) years. For minors, Grantee will maintain client files and records from last date of service and until minor reaches the age of 18, whichever is longer, plus seven (7) years. Software Compliance i ne Grantee and its suocornraciurs die iuqul,ad to use th. 1 IRSA :,::ppor'cd software CW to enter client and service data into the centrally managed database on a secure server. The Grantee must establish written procedures for protecting client information kept electronically or in charts or other paper records. Protection of electronic client -level data will minimally include: a. Regular back-up of client records with back-up files stored in a secure location. b. Use of passwords to prevent unauthorized access to the computer or Client Level Data program. c. Use of virus protection software to guard against computer viruses. 3. Provide annual training to staff on security and confidentiality of client level data and sharing of electronic data files according to MDHHS policies concerning sharing and Secured Electronic Data. 4. New staff needing access to CAREWare are required to submit the CAREWare user request form through Qualtrics HERE. Mandatory Disclosures 1. The Grantee will provide immediate notification to the Department, in writing, in the event of any of the following: a. Any formal grievance initiated by a client and subsequent resolution of that grievance. b. Any event occurring or notice received by the Grantee or subcontractor, that reasonably suggests that the Grantee or subcontractor may be the subject of, or a defendant in, legal action. This includes, but is not limited to, events or notices related to grievances by service recipients or Grantee or subcontractor employees. c. Any staff vacancies funded for this project that exceed 30 days. This information may be sent via US Mail to the DHSP in Lansina, MI. Technical Assistance To request TA, please send an email to MDHHS-HIVSTIooerations(or,michioan.00v or complete this form located on the DHSP website httiDs://www.michioan.aov/mdhhs/0,5885.7-339-71550 2955 2982---,00.html ASSURANCES Compliance with Applicable Laws 1. The Grantee should adhere to all Federal and Michigan laws pertaining to HIV/AIDS treatment, disability accommodations, non-discrimination, and confidentiality. 2. Ryan White is payer of last resort; as such, the Grantee must adhere to the Public Health Service (PHS) Act. 3. The Grantee should have procedures to protect the confidentiality and security of client information. PROJECT TITLE: HIV/AIDS linkage to Care Start Date: 10/1 /2021 End Date: 9/30/2022 Project Synopsis: HIV/AIDS Linkage to Care is specifically focused on people living HIV (PLWH) that are not engaged in care. The project combines Data to Care(D2C) as a Centers for Disease Control (CDC) program and The Ryan White HIV/AIDS Program, which provides a comprehensive system of HIV primary medical care. The project eliminates barriers to accessing care (transportation, insurance, access/knowledge of access to medical care, stigma -related mental health issues, etc.) and funds linking the patient to care and treatment services to people living with HIV to improve health outcomes and reduce HIV transmission among hard -to -reach populations. Reporting Requirements: The Department will update Not in Care (NIC) client list progress monthly. The Grantee shall maintain up to date information in CAREWare (CW) in preparation for evaluation: Report Period Due Date(s) NIC client level data and Monthly 1011 of the following services provided list month Generally, Grantee submission will All funded agencies: Ryan Annual open in early White Services Report (RSR) February and close early March. All Ryan White federally December 31, 2021 funded agencies providing at least one core medical Annual service: Quality Management Plan All Ryan White federally funded agencies: Complete and submit at least one Plan -Do- 10/1/21 — As completed over Study -Act worksheets to 9/30/22 contract year document progress of QI project How to Submit Report Enter into CAREWare Submission to HRSA through Electronic Handbook (EHB) Email report to MDHHS- HIVSTIoperatioros6michiga n,gov Email report to MDHHS- H1VSTlooerations5)michioa n.gov All Agencies: Ryan White Generally, Grantee Submission to HRSA services delivered to HIV- submission will infected and affected clients Monthly open in early through Electronic February and close Handbook (EHB) Report Period All Funded agencies: Complete Quarterly quarterly workplan progress reports Due Date(s) early March Thirty days after the end of the budget period. How to Submit Report Email report to MDHHS- HIVSTiooerationstc7r michiaa n.gov To complete the Ryan White Services Report (RSR), a Health Resources and Services Administration (HRSA) required annual data report, the Grantee must assure that all CW data is complete, cleaned, and entered into an online form via the HRSA EHB. RSR submission requirements include: • The RSR shall have no more than 5% missing data variables. • Exact dates for the Grantee submission will be provided by the Department each reporting year. • The Department validates the data within the Grantee's RSR submission before receipt by HRSA. • Reports and information shall be submitted to the Division of HIV/STD Programs (DHSP). Please refer to the table in Section D for where to submit reports and information. O The Grantee shall permit the DHSP or its designee to conduct site visits and to formulate an evaluation of the project. Any additional requirements: Publication Rights When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, the Grantee receiving Federal funds, including but not limited to State and local governments and recipients of Federal research grants, shall clearly state: 1. The percentage of the total costs of the program or project that will be financed with Federal money. 2. The dollar amount of Federal funds for the project or program. 3. Percentage and dollar amount of the total costs of the project or program that will be financed by non -governmental sources. Fees The Grantee must establish and implement a process to ensure that they are maximizing third party reimbursements, including: a. Requirement, in agreement, that the Grantee maximize and monitor third party reimbursements. b. Requirement that Grantee document, in client record, how each client has been screened for and enrolled in eligible programs. c. Monitoring to determine that Ryan White is serving as the payer of last resort, including review of client records and documentation of billing, collection policies and procedures, and information on third party contracts. d. Grantee must adhere to the National Monitorinq Standards for Rvan White Part B Grantees: Program and the National Monitorinq Standards for Rvan White Grantees: Fiscal; and bill for services that are billable in accordance with the above. e. Ensure appropriate billing, tracking, and reporting of program income to support appropriate use for program activities. f. Program income is added to funding provided by the State of Michigan for the budget period and used to advance eligible program objectives. g. Provide a report detailing the expenditure and reinvestment of program income in the program (template will be provided by MDHHS). Grant Program Operation 1. If Grantee is receiving NIC list via secure transfer (e.g. DCH file transfer): a. Grantees must enter NIC lists into CW. b. Grantees must maintain password protected NIC lists on secure server locations and not in any portable storage devices. c. Grantees must store NIC lists on shared servers and not on desktops or personal computers. d. Grantees must transmit updated surveillance data to MDHHS in pre -approved secure manners (e.g. DCH file transfer). e. If NIC lists or partial lists are sent via US Mail, list size must not exceed 10 individuals in a given mailing and words indicating HIV infection must not be contained in the sent documents. 2. If Grantee is receiving NIC list via direct CW import, grantee must complete necessary fields in CW for transfer back to Surveillance. 3. Grantees must not email NIC lists or individual health information contained on NIC lists either internally or externally. 4. The Grantee must adhere to security measures when working with client information and must: a. Not email individual health information either internally or externally. b. Keep all printed materials in locked storage cabinets in locked rooms. c. Provide written documentation of annual Security and Confidentiality training for all staff regarding the Health Insurance Portability Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH), and the Michigan Public Health Code. d. Maintain the standards of CDC's Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Disease, and Tuberculosis Programs httos://www.cdc.qov/nchhstr)/nrograminteoration/does/pcsidatasecuritvauideli nes.pdP. e. Grantees will document all data sharing agreements and share a copy with the Department. The data sharing agreements may be emailed to MDHHS- HIVSTIonerations(cD.michiaan.00v f. Grantees must provide written documentation of annual Security and Confidentiality training for all staff that have access to NIC lists. g. Grantees will maintain the standards of CDC's Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Disease, and Tuberculosis Programs, https:/twww.cdc.aov/nchhstla/proaram intf�aration/does/pcsidatasecuritvauideli nes.pdf h. The Grantee will participate in the DHSP needs assessment and planning activities, as requested. i, The Grantee will participate in regular Grantee meetings which may be face- to-face, teleconferences, webinars, etc. The Grantee is highly encouraged to participate in other training offerings and information -sharing opportunities provided by the DHSP. j. The Grantee is responsible for ensuring that staff retain minimum educational requirements for staff positions and are proficient in Ryan White -funded service delivery in their respective roles within the organization. Ensure that Ryan White funded staff receive MDHHS required case management training within one (1) year of hire. 5. Each employee funded in whole or in part with federal funds must record time and effort spent on the project(s) funded. The Grantee must: a. Have policies and procedures to ensure time and effort reporting. b. Assure the staff member clearly identifies the percentage of time devoted to contract activities in accordance with the approved budget. c. Denote accurately the percent of effort to the project. The percent of effort may vary from month to month, and the effort recorded for Ryan White funds must match the percentage claimed on the Ryan White FSR for the same period. d. Submit a budget modification to the Department in instances where the percentage of effort of contract staff changes (FTE changes) during the contract period. 6. The Grantee must include the following language in all Client Consent and Release of Information forms used for services in this agreement: "Consent for the collection and sharing of client information to providers for persons living with HIV under the Ryan White Program provided through (grantee name) is mandated to collect certain personal information that is entered and saved in a federal data system called CAREWare. CAREWare records are maintained in an encrypted and secure statewide database. I understand that some limited information in the electronic data may be shared with other agencies if they also provide me with services and are part of the same care and data network for the purpose of informing and coordinating my treatment and benefits that I receive under this Program. The CAREWare database program allows for certain medical and support service information to be shared among providers involved with my care, this includes but is not limited to health information, medical visits, lab results, medications, case management, transportation, Housing Opportunities for Persons with AIDS (HOPWA) program, substance abuse, and mental health counseling. I acknowledge that if I fail to show for scheduled medical appointments, I may be contacted by an authorized representative of (grantee name) in order to re- engage and link me back to care." 7. The Grantee must adhere to security measures when working with client information and must: a. Not email individual health information either internally or externally. b. Keep all printed materials in locked storage cabinets in locked rooms. c. Provide written documentation of annual Security and Confidentiality training for all staff regarding the Health Insurance Portability Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH), and the Michigan Public Health Code. d. Maintain the standards of CDC's Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Disease, and Tuberculosis Programs httos://www.cdc.Qov/nchhsto Drooramintearation/does/ocsidatasecuritvouideli nes.pdf. 8. The Grantee will use CW to report program activities, the Grantee must include the following language in all Client Consent and Release of Information forms used for services in this agreement: "I also understand that some limited information in the electronic data may be shared with other agencies if they also provide me with services and are part of the same care and data network. Berrien County Health Department is mandated to collect certain personal information that is entered and saved in a database system called CAREWare. CW records are maintained in an encrypted and secure statewide database. The CW database program allows for certain medical and support service information to be shared among providers involved with your care, this includes but is not limited to medical visits, lab results, medications, case management, transportation, substance abuse, and mental health counseling. 9. In CW, the Grantee will complete the collection of all required data variables and clean-up any missing data or service activities by the 10th day after the end of each calendar month. 10. Subrecipient quality management program should: a. Include: leadership support, dedicated staff time for QM activities, participation of staff from various disciplines, ongoing review of performance measure data and assessment of consumer satisfaction. b. Include consumer engagement which includes, but is not limited to, agency - level consumer advisory board, participation on quality management committee, focus groups and consumer satisfaction surveys. c. Include conduction of at least one quality improvement (QI) project throughout the year, using the Plan -Do -Study -Act (PDSA) method to document progress. This QI project must be aimed at improving client care, client satisfaction, or health outcomes. 11. If the Grantee is federally funded for Ryan White services (one of which is a core medical service), the Grantee will develop and/or revise a Quality Management Plan (QMP) annually, to be kept on file at agency. QM Plans must contain these eleven components: • Quality statement • Quality infrastructure • Annual quality goals • Capacity building • Performance measurement • Quality improvement • Engagement of stakeholders ® Procedures for updating the QM plan ® Communication • Evaluation ® Work Plan The Grantee must consult and adhere to the Policy Clarification Notice (PCN) #16-02 established by Health Resources and Services Administration (HRSA). PCN #16-02 describes the core medical and support services that HRSA considers allowable uses of Ryan White grant funds and the individuals eligible to receive those services. A copy of the revised PCN 16-02 is available at this link. HRSA Unallowable Costs: 'An expanded list of "unallowable" grant costs is available in the PCN 16-02. a. HRSA RWHAP funds may not be used to make cash payments to intended clients of HRSA RWHAP-funded services. This prohibition includes cash incentives and cash intended as payment for HRSA RWHAP core medical and support services. Where a direct provision of the service is not possible or effective, store gift cards, vouchers, coupons, or tickets that can be exchanged for a specific service or commodity (e.g., food or transportation) must be used. b. Off -premises social or recreational activities (movies, vacations, gym memberships, parties, retreats) c. Medical Marijuana d. Purchase or improve land or permanently improve buildings e. Direct cash payments or cash reimbursements to clients f. Clinical Trials: Funds may not be used to support the costs of operating clinical trials of investigational agents or treatments (to include administrative management or medical monitoring of patients) g. Clothing: Purchase of clothing h. Employment Services: Support employment, vocational rehabilitation, or employment -readiness services. i. Funerals: Funeral, burial, cremation, or related expenses j. Household Appliances k. Mortgages: Payment of private mortgages I. Needle Exchange: Syringe exchange programs, Materials, designed to promote or encourage, directly, intravenous drug use or sexual activity, whether homosexual or heterosexual m. International travel n. The purchase or improvement of land o. The purchase, construction, or permanent improvement of any building or other facility p. Pets: Pet food or products q. Taxes: Paying local or state personal property taxes (for residential property, private automobiles, or any other personal property against which taxes may be levied) r. Vehicle Maintenance: Direct maintenance expense (tires, repairs, etc.) of a privately -owned vehicle or any additional costs associated with a privately -owned vehicle, such as a lease, loan payments, insurance, license or registration fees s. Water Filtration: Installation of permanent systems of filtration of all water entering a private residence unless in communities where issues of water safety exist. t. It is unallowable to divert program income (income generated from charges/ fees and copays from Medicare, Medicaid, other third -party payers collected to cover RW services provided) toward general agency costs or to use it for general purposes. u. Pre -Exposure Prophylaxis (PrEP) HIV/AIDS BUREAU POLICY 16-02 v. Non -occupational Post -Exposure Prophylaxis (nPEP). w. General -use prepaid cards are considered "cash equivalent' and are therefore unallowable. Such cards generally bear the logo of a payment network, such as Visa, MasterCard, or American Express, and are accepted by any merchant that accepts those credit or debit cards as payment. Gift cards that are cobranded with the logo of a payment network and the logo of a merchant or affiliated group of merchants are general -use prepaid cards, not store gift cards, and therefore are unallowable. * HRSA RWHAP recipients are advised to administer voucher and store gift card programs in a manner which assures that vouchers and store gift cards cannot be exchanged for cash or used for anything other than the allowable goods or services, and that systems are in place to account for disbursed vouchers and store gift cards. Personnel Transfer/Terminations 1. As required by NIST SP 800-53 Details - PS-7e, the Grantee must notify MDHHS designated personnel in writing of any personnel transfers or terminations of personnel who possess information system privileges within CAREWare or MIDAP online data systems within 24 hours of change. 2. The Grantee shall notify MDHHS immediatelv through Qualtrics HERE of CAREWare users who are separated from the agency for deactivation. Record Maintenance/Retention 1. The Grantee will maintain, for a minimum of five (5) years after the end of the grant period, program, fiscal records, including documentation to support program activities and expenditures, under the terms of this agreement, for clients residing in the State of Michigan. 2. The Grantee will maintain client files and charts from last date of service plus seven (7) years. For minors, Grantee will maintain client files and records from last date of service and until minor reaches the age of 18, whichever is longer, plus seven (7) years. Software Compliance 1. The Grantee and its subcontractors are required to use the HRSA-supported software CW to enter client and service data into the centrally managed database on a secure server. 2. The Grantee must establish written procedures for protecting client information kept electronically or in charts or other paper records. Protection of electronic client -level data will minimally include: a. Regular back-up of client records with back-up files stored in a secure location. b. Use of passwords to prevent unauthorized access to the computer or Client Level Data program. c. Use of virus protection software to guard against computer viruses. 3. Provide annual training to staff on security and confidentiality of client level data and sharing of electronic data files according to MDHHS policies concerning sharing and Secured Electronic Data. New staff needing access to CAREWare are required to submit the CAREWare user request form through Qualtrics HERE. Mandatory Disclosures 1. The Grantee will provide immediate notification to the Department, in writing, in the event of any of the following: a. Any formal grievance initiated by a client and subsequent resolution of that grievance. b. Any event occurring or notice received by the Grantee or subcontractor, that reasonably suggests that the Grantee or subcontractor may be the subject of, or a defendant in, legal action. This includes, but is not limited to, events or notices related to grievances by service recipients or Grantee or subcontractor employees. c. Any staff vacancies funded for this project that exceed 30 days. This information may be sent via US Mail to the DHSP in Lansino. MI. Technical Assistance To request Technical assistance, please send an email to MDHHS- HIVSTIooerations(@michiQan.aov or complete this form located on the DHSP website hags://www.michiaan.aov/mdhhs/0.5885.7-339-71550 2955 2982---.00.htrnl ASSURANCES Compliance with Applicable Laws 1. The Grantee should adhere to all Federal and Michigan laws pertaining to HIV/AIDS treatment, disability accommodations, non-discrimination, and confidentiality. 2. Ryan White is payer of last resort; as such, the Grantee must adhere to the Public Health Service f PHS) Act. 3. The Grantee should have procedures to protect the confidentiality and security of client information. PROJECT TITLE: HIV PrEP Clinic Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis The purpose of this project is to establish HIV Pre -Exposure Prophylaxis (PrEP) services. Reporting Requirements (if different or in addition to agreement language) Report Period Due Date(s) How to Submit Report PrEP Cascade Monthly loth of the following month ctrsupplies(crbmichiaan.aov Data Billing Revenue Quarterly 10th of the following month ctrsupplies@michigan.gov Report Any additional requirements (if applicable) Grant Program Operation Funds are to be used to operate a Pre -Exposure Prophylaxis (PrEP) program for individuals at risk of acquiring HIV. These funds can support a Mid -level provider, supporting staff, and materials to provide and promote Pre -Exposure Prophylaxis (PrEP) services. Mandatory Disclosures The Grantee will provide immediate notification to the Department, in writing, including but not limited to the following events: • Any formal grievance initiated by a client and subsequent resolution of that grievance. • Any event occurring or notice received by the Grantee or subcontractor, that reasonably suggests that the Grantee or subcontractor may be the subject of, or a defendant in, legal action. This includes, but is not limited to, events or notices related to grievances by service recipients or Grantee or subcontractor employees. • Any staff vacancies funded for this project that exceed 30 days. • All notifications should be made to the Department by MDHHS- HIVSTIooerations(ar michiaan.aov. Compliance with Applicable Laws The Grantee should adhere to all Federal and Michigan laws pertaining to HIV/AIDS treatment, disability accommodations, non-discrimination, and confidentiality. PROJEuT TITLE: HIV Prevention Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: The purpose of this project is to provide comprehensive HIV prevention services to all priority populations and People Living with HIV (PLWH) to improve overall health and well-being and reduce the incidence of new HIV infections. Reporting Requirements: Report Period Due Date(s) Quality Control Reports Monthly 101h of the following month Daily Client Logs Monthly 101 of the following month HIV Testing Proficiencies Annually Reviewed during site visits Sent to MDHHS HIV Testing Competencies Annually before the end of the fiscal year Reactive Results As Within 24 hours of needed test Non -Reactive Results As Within 7 days of needed test Linkage to Care and Partner Services Interview (e.g. client attended a medical care appointment within 30 As Within 30 days of days of diagnosis, and was interviewed needed service by Partner Services within 30 days of diagnosis) Internet Partner Services ([PS) and Partner Services Interview (e.g_ client Ongoing Within 30 days of identify dating apps used to meet service partners), if applicable Disposition on Partners of HIV Cases, Ongoing Within 30 days of if applicable service Evidence Based Interventions/PrEP Monthly 10th of the navigation, if applicable following month SSP Data Report, if applicable Quarterly 10th of the following month How to Submit Report Department Staff Department Staff Department Staff Department Staff APHIRM APHIRM APHIRM APHIRM APHIRM Intervention/ Navigation Database Syringe Utilization Platform (SUP) 1. The Grantee will clean-up missing data by the 10th day after the end of each calendar month. 2. The Quality Control and Daily Client Logs may be sent to DHSP via: • Email - ctrsuoglies(a-),michigan.qov • Fax - (517) 241-5922 • Mailed - HIV Prevention Unit, Attn: CTR Coordinator, PO Box 30727, Lansing, MI 48909 GRANTEE REQUIREMENTS Grantees will provide HIV Counseling, Testing, and Referral (CTR) and, if applicable, Partner Services (PS), and Syringe Service Programs (SSP) within their jurisdiction, pursuant to applicable federal and state laws; and policies and program standards issued by the Division of HIV & STI Programs (DHSP). See "Applicable Laws, Rules, Regulations, Policies, Procedures, and Manuals." Publication Rights When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal funds, the Grantee receiving Federal funds, including but not limited to State and local governments and recipients of Federal research grants, shall clearly state: 1. The percentage of the total costs of the program or project that will be financed with Federal funds. 2. The dollar amount of Federal funds for the project or program. 3. Percentage and dollar amount of the total costs of the project or program that will be financed by non -governmental sources. Grant Program Operation 1. The Grantee will participate in DHSP needs assessment and planning activities, as requested. 2. The Grantee will participate in regular Grantee meetings which may be face-to- face, teleconferences, webinars, etc. The Grantee is highly encouraged to participate in other training offerings and information -sharing opportunities provided by DHSP. 3. Each employee funded in whole or in part with federal funds must record time and effort spent on the project(s) funded. The Grantee must: a. Have policies and procedures to ensure time and effort reporting. b. Assure the staff member clearly identifies the percentage of time devoted to contract activities in accordance with the approved budget. c. Denote accurately the percent of effort to the project. The percent of effort may vary from month to month, and the effort recorded for funds must match the percentage claimed on the FSR for the same period. d. Submit a budget modification to DHSP in instances where the percentage of effort of contract staff changes (FTE changes) during the contract period. 4. The Grantee will receive a condom and lubrication allowance. The Grantee must: a. Distribute condoms and lubrication b. Place orders for condoms/lubrication by emailing ctrsupplies@michigan.gov 5. If conducting HIV testing using rapid HIV testing, the Grantee will comply with guidelines and standards issued by DHSP and: a. Conduct quality assurance activities guided by written protocol and procedures. Protocols and procedures, as updated and revised Quality assurance activities are to be responsive to: Quality Assurance for Rapid HIV Testing, MDHHS. See "Applicable Laws, Rules, Regulations, Policies, Procedures, and Manuals." b. Ensure provision of Clinical Laboratory Improvement Amendments (CLIA) certificate. c. Report discordant test results to DHSP. d. Ensure that staff performing counseling and/or testing with rapid test technologies has successfully completed rapid test counselor certification course or Information Based Training (as applicable), test device training, and annual proficiency testing. e. Ensure that all staff and site supervisors have successfully completed appropriate laboratory quality assurance training, blood borne pathogens training and rapid test device training and reviewed annually. f. Develop, implement, and monitor protocol and procedures to ensure that patients receive confirmatory test results. g. To maintain active test counselor certification, each HIV test counselor must submit one competency per year to the appropriate departmental staff. 6. If conducting PS, the Grantee will comply with guidelines and standards issued by the Department. See "Applicable Laws, Rules, Regulations, Policies, Procedures, and Manuals." The Grantee must: a. Provide Confidential PS follow-up to infected clients and their at -risk partners to ensure disease management and education is offered to reduce transmission. b. Effectively link infected clients and/or at -risk partners to HIV care and other support services. c. Work with Early Intervention Specialist to ensure infected clients are retained in HIV care. d. Procure TLO or a TLO-like search engine. e. Ensure staff that are utilizing TLO or TLO-search engine complete the TLO training to maintain and understand the confidential use of the system. f. Effectively utilize the Internet Partner Services (IPS) Guidance to provide confidential PS follow-up to partners named by infected clients who were identified to have been met through the use of dating apes. g. Ensure staff and site supervisors successfully complete the Internet Partner Services Training. Ensure staff conducting Internet Partner Services participant in monthly, bi- monthly meetings, webinars or calls to discuss best practices and identify barriers. If conducting SSP, the grantee will develop programs using MDHHS guidance documents and will address issues such as identification and registration of clients, exchange protocols, education, and trainings for staff, and referrals. a. Grantees will participate on monthly or quarterly conference calls to discuss best practices and identify barriers. 8. The Grantee shall permit DHSP or its designee to visit and to make an evaluation of the project as determined by DHSP. Record Maintenance/Retention The Grantee will maintain, for a minimum of five (5) years after the end of the grant period, program, fiscal records, including documentation to support program activities and expenditures, under the terms of this agreement, for clients residing in the State of Michigan. Software Compliance 1. The Grantee and its subcontractors are required to use APHIRM (formerly Evaluation Web) to enter HIV client and service data into the centrally managed database on a secure server. 2. The Grantee and its subcontractors are required to use APHIRM (formerly Partner Services Web) to enter Partner Services interview, linkage to care data, and identified dating apps through the use of Internet Partner Services (IPS) where appropriate. Mandatory Disclosures 1. The Grantee will provide immediate notification to DHSP, in writing, including but not limited to the following events: a. Any formal grievance initiated by a client and subsequent resolution of that grievance. b. Any event occurring or notice received by the Grantee or subcontractor, that reasonably suggests that the Grantee or subcontractor may be the subject of, or a defendant in, legal action. This includes, but is not limited to, events or notices related to grievances by service recipients or Grantee or subcontractor employees. c. Any staff vacancies funded for this project that exceed 30 days. 2. All notifications should be made to DHSP by MDHHS- H IVSTlooerations(amich ioan.aov. Technical Assistance To request TA, please send an email to MDHHS-HIVSTIor)erations(cDmichioan.00v. a. This may include issues related to: APHIRM (formerly EvalWeb and PSWeb), Intervention Database, Programs, Budget/Fiscal, Grants and Contracts, Risk Reduction Activities, Training, or other activities related to carrying out HIV prevention activities. ASSURANCES Compliance with Applicable Laws The Grantee should adhere to all Federal and Michigan laws pertaining to HIV/AIDS treatment, disability accommodations, non-discrimination, and confidentiality. PROJECT TITLE: HIV Care Ryan White Part B Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: The Ryan White HIV/AIDS Program provides a comprehensive system of HIV primary medical care, essential support services, and medications for low-income people living with HIV who are uninsured and underserved. The program provides funding to provide care and treatment services to people living with HIV to improve health outcomes and reduce HIV transmission among hard -to -reach populations. Reporting Requirements: 1. To complete the Ryan White Services Report (RSR), a Health Resources and Services Administration (HRSA) required annual data report, the Grantee must assure that all CW data is complete, cleaned, and entered into an online form via the HRSA EHB. RSR submission requirements include: a. The RSR shall have no more than 5% missing data variables. b. Exact dates for the Grantee submission will be provided by the Department each reporting year. c. The Department validates the data within the Grantee's RSR submission before receipt by HRSA. 2. The Grantee shall permit the DHSP or its designee to conduct site visits and to formulate an evaluation of the project. 3. The Grantee and its subcontractors are required to use the HRSA-supported software CW to enter client and service data into the centrally managed database on a secure server. The Grantee must: a. Enter all Ryan White services delivered to HIV -infected and affected clients. b. Enter all data by the 10th of the following month. c. Complete collection of all required data variables and the clean-up of any missing data or service activities by the 10th of the following month. Grantee Report Submission Schedule Report Period All Agencies: Ryan White Monthly services delivered to HIV - infected and affected clients All Ryan White federally Annual funded agencies: Ryan White Services Report (RSR) Due Date(s) 10th of the following month Generally, Grantee submission will open in early February and close early March. How to Submit Report Enter into CAREWare (CW) Submission to HRSA through Electronic Handbook (EHB) All Ryan White federally Annual December 31, Email report to funded agencies providing at 2021 MDHHS- least one core medical HIVSTIor)erations(a,mi service: Quality Management chigan.gov Plan All Ryan White federally 10/1/21 — As completed Email report to funded agencies: Complete 9/30/22 over contract year MDHHS- and submit at least one Plan- HIVSTIoperations(a.mi Do -Study -Act worksheets to chigan.qov document progress of QI project All Funded agencies: Quarterly Thirty days after Submit in EGrAMS Complete quarterly workplan the end of the Email report to progress reports budget period MDHHS- H IVSTloperations(d),mi chiqan.qov All Ryan White federally Quarterly Thirty days after Attached to quarterly funded agencies: FY22 actual the end of the FSR expenditures by service budget period category, program income, and administrative costs through the RW Reporting Tool All Ryan White federally Annually December 31, Uploaded to EGrAMS funded agencies: RW Form 2021 Portal Agency Profile 2100 and RW Form 2300 Any additional requirements: Publication Rights When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, the Grantee receiving Federal funds, including but not limited to State and local governments and recipients of Federal research grants, shall clearly state: 1. The percentage of the total costs of the program or project that will be financed with Federal money. 2. The dollar amount of Federal funds for the project or program. 3. Percentage and dollar amount of the total costs of the project or program that will be financed by non -governmental sources. Fees The Grantee must establish and implement a process to ensure that they are maximizing third party reimbursements, including: a, Requirement, in agreement, that the Grantee maximize and monitor third party reimbursements. b. Requirement that Grantee document, in client record, how each client has been screened for and enrolled in eligible programs. c. Monitoring to determine that Ryan White is serving as the payer of last resort, including review of client records and documentation of billing, collection policies and procedures, and information on third party contracts. d. Grantee must adhere to the National Monitoring Standards for Rvan White Part B Grantees: Program and the National Mohitorina Standards for Rvan White Grantees: Fiscal; and bill for services that are billable in accordance with the above. e. Ensure appropriate billing, tracking, and reporting of program income to support appropriate use for program activities. f. Program income is added to funding provided by the State of Michigan for the budget period and used to advance eligible program objectives. g. Provide a report detailing the expenditure and reinvestment of program income in the program (template will be provided by MDHHS). Grant Program Operation 4. The Grantee will participate in the Department needs assessment and planning activities, as requested. 2. The Grantee will participate in regular Grantee meetings which may be face-to- face, teleconferences, webinars, trainings, etc. The Grantee is highly encouraged to participate in other training offerings and information -sharing opportunities provided by the Department. 3. The Grantee is responsible for ensuring that staff retain minimum educational requirements for staff positions and are proficient in Ryan White -funded service delivery in their respective roles within the organization. Ensure that Ryan White funded staff receive MDHHS required case management training within one (1) year of hire. 4. Each employee funded in whole or in part with federal funds must record time and effort spent on the project(s) funded. The Grantee must: a. Have policies and procedures to ensure time and effort reporting. b. Assure the staff member clearly identifies the percentage of time devoted to contract activities in accordance with the approved budget. c. Denote accurately the percent of effort to the project. The percent of effort may vary from month to month, and the effort recorded for Ryan White funds must match the percentage claimed on the Ryan White FSR for the same period. d. Submit a budget modification to the Department in instances where the percentage of effort of contract staff changes (FTE changes) during the contract period. 5. The Grantee must include the following language in all Client Consent and Release of Information forms used for services in this agreement: "Consent for the collection and sharing of client information to providers for persons living with HIV under the Ryan White Program provided through (grantee name) is mandated to collect certain personal information that is entered and saved in a federal data system called CAREWare. CAREWare records are maintained in an encrypted and secure statewide database. I understand that some limited information in the electronic data may be shared with other agencies if they also provide me with services and are part of the same care and data network for the purpose of informing and coordinating my treatment and benefits that I receive under this Program. The CAREWare database program allows for certain medical and support service information to be shared among providers involved with my care, this includes but is not limited to health information, medical visits, lab results, medications, case management, transportation, Housing Opportunities for Persons with AIDS (HOPWA) program, substance abuse, and mental health counseling. I acknowledge that if I fail to show for scheduled medical appointments, I may be contacted by an authorized representative of (grantee name) in order to re-engage and link me back to care." 6. The Grantee must adhere to security measures when working with client information and must: a. Not email individual health information either internally or externally. b. Keep all printed materials in locked storage cabinets in locked rooms. c. Provide written documentation of annual Security and Confidentiality training for all staff regarding the Health Insurance Portability Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH), and the Michigan Public Health Code. d. Maintain the standards of CDC's Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Disease, and Tuberculosis Programs. CDC Website: httDs://www.cdc.00vinchhsto/oroaramintearationldocslr)csidatasecuritvquidelines.D, df. 7. The Grantee will complete the collection of all required data variables and clean- up any missing data or service activities by the 10th day after the end of each calendar month. 8. Subrecipient quality management program should: a. Include: leadership support, dedicated staff time for QM activities, participation of staff from various disciplines, ongoing review of performance measure data and assessment of consumer satisfaction. b. Include consumer engagement which includes, but is not limited to, agency - level consumer advisory board, participation on quality management committee, focus groups and consumer satisfaction surveys. c. Include conduction of at least one quality improvement (QI) project throughout the year, using the Plan -Do -Study -Act (PDSA) method to document progress. This QI project must be aimed at improving client care, client satisfaction, or health outcomes. 9. If the Grantee is federally funded for Ryan White services (one of which is a core medical service), the Grantee will develop and/or revise a Quality Management Plan (QMP) annually, to be kept on file at agency. QM Plans must contain these eleven components: • Quality statement • Quality infrastructure • Annual quality goals • Capacity building • Performance measurement • Quality improvement • Engagement of stakeholders • Procedures for updating the QM plan • Communication • Evaluation • Work Plan 10. The Grantee must consult and adhere to the Policy Clarification Notice (PCN) #16-02 established by Health Resources and Services Administration (HRSA). PCN #16-02 describes the core medical and support services that HRSA considers allowable uses of Ryan White grant funds and the individuals eligible to receive those services. A copy of the revised PCN 16-02 is available at this link. HRSA Unallowable Costs: *An expanded list of "unallowable" arant costs is available in the PCN 16-02. a. HRSA RWHAP funds may not be used to make cash payments to intended clients of HRSA RWHAP-funded services. This prohibition includes cash incentives and cash intended as payment for HRSA RWHAP core medical and support services. Where a direct provision of the service is not possible or effective, store gift cards, vouchers, coupons, or tickets that can be exchanged for a specific service or commodity (e.g., food or transportation) must be used. b. Off -premises social or recreational activities (movies, vacations, gym memberships, parties, retreats) c. Medical Marijuana d. Purchase or improve land or permanently improve buildings e. Direct cash payments or cash reimbursements to clients f. Clinical Trials: Funds may not be used to support the costs of operating clinical trials of investigational agents or treatments (to include administrative management or medical monitoring of patients) g. Clothing: Purchase of clothing h. Employment Services: Support employment, vocational rehabilitation, or employment -readiness services. i. Funerals: Funeral, burial, cremation, or related expenses j. Household Appliances k. Mortgages: Payment of private mortgages Needle Exchange: Syringe exchange programs, Materials, designed to promote or encourage, directly, intravenous drug use or sexual activity, whether homosexual or heterosexual m. International travel n. The purchase or improvement of land o. The purchase, construction, or permanent improvement of any building or other facility p. Pets: Pet food or products q. Taxes: Paying local or state personal property taxes (for residential property, private automobiles, or any other personal property against which taxes may be levied) r. Vehicle Maintenance: Direct maintenance expense (tires, repairs, etc.) of a privately -owned vehicle or any additional costs associated with a privately -owned vehicle, such as a lease, loan payments, insurance, license or registration fees Water Filtration: Installation of permanent systems of filtration of all water entering a private residence unless in communities where issues of water safety exist. t. It is unallowable to divert program income (income generated from charges/ fees and copays from Medicare, Medicaid, other third -party payers collected to cover RW services provided) toward general agency costs or to use it for general purposes. u. Pre -Exposure Prophylaxis (PrEP) HIV/AIDS BUREAU POLICY 16-02 v. Non -occupational Post -Exposure Prophylaxis (nPEP). w. General -use prepaid cards are considered "cash equivalent' and are therefore unallowable. Such cards generally bear the logo of a payment network, such as Visa, MasterCard, or American Express, and are accepted by any merchant that accepts those credit or debit cards as payment. Gift cards that are cobranded with the logo of a payment network and the logo of a merchant or affiliated group of merchants are general -use prepaid cards, not store gift cards, and therefore are unallowable. * HRSA RWHAP recipients are advised to administer voucher and store gift card programs in a manner which assures that vouchers and store gift cards cannot be exchanged for cash or used for anything other than the allowable goods or services, and that systems are in place to account for disbursed vouchers and store gift cards. Personnel Transfer/Terminations 1. As required by NIST SP 800-53 Details - PS-7e, the Grantee must notify MDHHS designated personnel in writing of any personnel transfers or terminations of personnel who possess information system privileges within CAREWare or MIDAP online data systems within 24 hours of change. 2. The Grantee shall notify MDHHS immediately through Qualtrics HERE of CAREWare users who are separated from the agency for deactivation. Record Maintenance/Retention 1. The Grantee will maintain, for a minimum of five (5) years after the end of the grant period, program, fiscal records, including documentation to support program activities and expenditures, under the terms of this agreement, for clients residing in the State of Michigan. 2. The Grantee will maintain client files and charts from last date of service plus seven (7) years. For minors, Grantee will maintain client files and records from last date of service and until minor reaches the age of 18, whichever is longer, plus .seven (7) years. Software Compliance 1, The Grantee and its subcontractors are required to use the HRSA-supported software CW to enter client and service data into the centrally managed database on a secure server. 2. The Grantee must establish written procedures for protecting client information kept electronically or in charts or other paper records. Protection of electronic client -level data will minimally include: a. Regular back-up of client records with back-up files stored in a secure location. b. Use of passwords to prevent unauthorized access to the computer or Client Level Data program. c. Use of virus protection software to guard against computer viruses. 3. Provide annual training to staff on security and confidentiality of client level data and sharing of electronic data files according to MDHHS policies concerning sharing and Secured Electronic Data. 4. New staff needing access to CAREWare are required to submit the CAREWare user request form through Qualtrics HERE. Mandatory Disclosures 1. The Grantee will provide immediate notification to the Department, in writing, in the event of any of the following: a. Any formal grievance initiated by a client and subsequent resolution of that grievance. b. Any event occurring or notice received by the Grantee or subcontractor, that reasonably suggests that the Grantee or subcontractor may be the subject of, or a defendant in, legal action. This includes, but is not limited to, events or notices related to grievances by service recipients or Grantee or subcontractor employees. c. Any staff vacancies funded for this project that exceed 30 days. This information may be sent via US Mail to the DHSP in Lansinq. MI. Technical Assistance To request technical assistance, please send an email to MDHHS- HIVSTIooerations(bmichiaan.gov or complete this form located on the DHSP website httr)s://www.michiaan.ciov/mdhhs/0,5885,7-339-71550 2955 2982--- .00.html ASSURANCES Compliance with Applicable Laws 1. The Grantee should adhere to all Federal and Michigan laws pertaining to HIV/AIDS treatment, disability accommodations, non-discrimination, and confidentiality. 2. Ryan White is payer of last resort; as such, the Grantee must adhere to the Public Health Service (PHS) Act. 3. The Grantee should have procedures to protect the confidentiality and security of client information. PROJECT TITLE: HIV STI Partner Services Program Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: Grantee will provide STI and HIV partner services (PS) for select low morbidity health departments within the State of Michigan in accordance with program standards and Department oversight. Reporting Requirements (if different than agreement language): The Grantee shall submit the following reports on the following dates: Report Period Due Date(s) How to Submit Report HIV testing ' otification/services to Monthly 10th of the following Enter in Aphirm delivered to individuals month Partner Services delivered Within 72 101h of the following to individuals hours month Enter in Aphirm Syphilis Partner Counseling Within 72 and Referral hours Within 72 hours MDSS • The Grantee shall permit the Department or its designee to visit and to make an evaluation of the project as determined by the Contract Manager. Any additional requirements (if applicable): Publication Rights When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, the Grantee receiving Federal funds, including but not limited to State and local governments and recipients of Federal research grants, shall clearly state: 1. The percentage of the total costs of the program or project that will be financed with Federal money. 2. The dollar amount of Federal funds for the project or program. 3. Percentage and dollar amount of the total costs of the project or program that will be financed by non -governmental sources. 4. The Grantee will submit all educational materials (e.g., brochures, posters, pamphlets, and videos) used in conjunction with program activities to the Department for review and approval prior to their use, regardless of the source of funding used to purchase these materials. These materials should be emailed to MDHHS-HIVSTIOoerations @.michiaan.aov. Grant Program Operation 1. Pursuant to a protocol established by the Department, the Grantee will provide positive test notification, HIV/STD and syphilis partner counseling and referral services, victim notification and recalcitrant investigation for the following local health departments: Bay County Health Department, Benzie-Leelanau District Health Department, Central Michigan District Health Department, Chippewa County Health Department, Dickinson -Iron District Health Department, District Health Department # 2, District Health Department # 4, District Health Department #10, Grand Traverse County Health Department, Luce-Mackinac-Alger- Schoolcraft District Health Department, Marquette County Health Department, Mid- Michigan District Health Department, Midland County Health Department, Northwest Michigan Community Health Agency, Public Health, Delta and Menominee Counties, and Western Upper Peninsula District Health Department. 2. The Grantee will establish, maintain and document (e.g., via MOU or MOA) linkages with community resources that are necessary and appropriate to addressing the needs of clients and that are essential to the success and effectiveness of services supported under this agreement. 3. The Grantee will provide these services fifty-two weeks a year. 4. The Grantee will participate in the Department needs assessment and planning activities, as requested. 5. The Grantee will participate in regular Grantee meetings which may be face-to- face, teleconferences, webinars, etc. The Grantee is highly encouraged to participate in other training offerings and information -sharing opportunities provided by the Department. 6. Each employee funded in whole or in part with federal funds must record time and effort spent on the project(s) funded. The Grantee must: a. Have policies and procedures to ensure time and effort reporting. b. Assure the staff member clearly identifies the percentage of time devoted to contract activities in accordance with the approved budget. c. Denote accurately the percent of effort to the project. The percent of effort may vary from month to month, and the effort recorded for Ryan White funds must match the percentage claimed on the Ryan White FSR for the same period. d. Submit a budget modification to the Department in instances where the percentage of effort of contract staff changes (FTE changes) during the contract period. 7. The Grantee will complete the collection of all required data variables and clean- up any missing data or service activities by the 10th day after the end of each calendar month. Record Maintenance/Retention 1. The Grantee will maintain, for a minimum of five (5) years after the end of the grant period, program, fiscal records, including documentation to support program activities and expenditures, under the terms of this agreement, for clients residing in the State of Michigan. 2. The Grantee will maintain client records of HIV Positive or Negative with Syphilis diagnosis. MDHHS recommends that this information be retained indefinitely or until it is determined the client is deceased. Software Compliance 1. The Grantee will adhere to reporting deadlines for all contractual Grantee Reporting requirements. 2. The Grantee is required to use the following data systems to enter HIV and Syphilis case investigation data: Aphirm and Michigan Disease Surveillance System (MDSS) a. All reactive results must be entered into Aphirm within 48 hours b. All non -reactive results must be entered into Aphirm within seven days c. All APhirm must be entered and missing variables entered by the 10th day after the end of each calendar month. 3. The Grantee must establish written procedures for protecting client information kept electronically or in charts or other paper records. Protection of electronic client -level data will minimally include: a. Regular back-up of client records with back-up files stored in a secure location. b. Use of passwords to prevent unauthorized access to the computer or Client Level Data program. c. Use of virus protection software to guard against computer viruses. d. Provide annual training to staff on security and confidentiality of client level data and sharing of electronic data files according to MDHHS policies concerning Sharing and Secured Electronic Data. Mandatory Disclosures 1. The Grantee will provide immediate notification to the Department, in writing, in the event of any of the following: a. Any formal grievance initiated by a client and subsequent resolution of that grievance. b. Any event occurring or notice received by the Grantee or subcontractor, that reasonably suggests that the Grantee or subcontractor may be the subject of, or a defendant in, legal action. This includes, but is not limited to, events or notices related to grievances by service recipients or Grantee or subcontractor employees. c. Any staff vacancies funded for this project that exceed 30 days. d. This information may be emailed to: MDHHS-HIVSTI0Derations(a).michician.00v ASSURANCES Compliance with Applicable Laws The Grantee should adhere to all Federal and Michigan laws pertaining to HIV/AIDS treatment, disability accommodations, non-discrimination, and confidentiality. PROJECT TITLE: HIV and STI Testing and Prevention Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: The City of Detroit bares a disproportionate burden of reported sexually transmitted infection, including HIV. As a complement to public health clinical services, the Detroit Health Department provides community level education and awareness building, along with targeted screening activities to ensure additional access to service for early case detection and link to care. Reporting Requirements (if different than agreement language): How to Report Period Due Date(s) Submit Report Activity Report Quarterly 30 days after the end of STI Section the quarter Any additional requirements (if applicable): 1. In partnership with MDHHS, provide technical assistance and capacity building to ensure the Public Health STD Clinic adheres to MDHHS and CDC screening, diagnostic and treatment recommendations and guidelines. 2. Monitoring and evaluation of targeted screening and referrals provided internally and supported via contractual agreements. a. Ensure timely entry of client encounter information into Ahirm 3. Conduct community awareness building activities to increase STI and HIV knowledge, including points of access for service. 4. By September 30, distribute MDHHS determined allocation worth of condoms, Tube, dental dams, and display equipment/materials. 5. By September 30, develop and begin distribution of HIV Prevention advertising/marketing materials. PROJECT TITLE: Housing Opportunities for Persons with AIDS PLUS (HOPWA PLUS) Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis The purpose of this project is to increase housing stability, reduce the risk of homelessness, and increase access to care and support for low-income individuals living with HIV/AIDS and their families. Reporting Requirements (if different than agreement language): Grantees must submit required program data through CAREWare. It is expected that data entry into CAREWare will be completed within15 days of the event requiring data entry (entry into the program; end of the operating year; changes in participant status regarding benefits, income, programs provided, household size, location of housing, and so on as described by CAREWare guidelines). It is expected that data in CAREWare be complete, up-to-date, and without errors or omissions by July 31 (or the first business date immediately following July 31) of each year. 2. The grantee must submit the Annual Progress Report (APR) each grant term prior to July Wt. All requirements for reporting are outlined in the HOPWA program manual. Please contact Lynn Nee, HOPWA Program Specialist, from the Housing and Homeless Services Division with any questions about reporting requirements. Lynn Nee HOPWA Program Specialist Housing and Homeless Services NeeL@michigan.gov 517-275-2791 Any additional requirements (if applicable) The grantee shall undertake, perform, and complete activities and services for the program as outlined in the Program Manual provided by the Michigan Department of Health and Human Services (MDHHS) Housing and Homeless Services Division. The grantee is expected to adhere to all applicable federal and state laws, regulations, and notices. PROJECT: IMMUNIZATION VFC/QI SITE VISITS Beginning Date: 10/01/2021 End Date: 9/30/2022 Project Synopsis The format of the site visit will be based on the completed site visit questionnaires, the CDC -PEAR and CDC-IQIP database systems reviewed at the most recent Fall [AP meeting, web -training with MDHHS VFC and QI coordinators, in -person training with Field Reps and the site visit guidance documents (VFC and QI) provided by the department and the CDC. All site visit information shall be entered into the appropriate database as required by CDC (PEAR and QI database system) within 10 days of the site visit by the individual who conducted the site visit. VFC site visit documentation must be entered online within PEAR during the time of the site visit. Reporting Requirements (if different than contract language) All reimbursement requests should be submitted on the quarterly Comprehensive Financial Status Report (FSR). a. The submission should include, as an attachment, detail all the visits during the quarter using the current spreadsheet information provided by the Department. Any additional requirements (if applicable) The rate of reimbursement is $150 for a VFC Enrollment, AVP Only visit, or VFC Only visit, $100 for a VFC Unscheduled Storage and Handling Visit, $350 for a Combined VFC/QI site visit or Birthing Hospital visit, and $200 for a QI Only visit. A VFC Enrollment visit is required for all new VFC enrolled provider sites. Unannounced Storage and Handling Visits are not required but when performed, must occur in conjunction with Immunization Nurse Education Sessions required for VFC Providers that experience a loss exceeding a VFC dollar amount of $1500. These visits can only be completed if eligible according to current CDC requirements (e.g., visits cannot be performed for providers who have any visit that is either in "In Progress" or "Submitted" status). Notify MDHHS VFC staff for approval prior to performing these visits. MDHHS VFC will monitor the number of Unannounced Storage and Handling visits performed and, if necessary, may limit the allowable number of those that can be performed. • All LHD staff involved with any site visits must complete the Department site visit training webinar, presented by the Department VFC and QI Coordinator, prior to conducting any site visits. Annual VFC and QI visit guidance and review materials will be provided to each LHD at the IAP Meetings and consult will be conducted by the Department Immunization Field Representative for each Grantee. • Data from the CDC PEAR and CDC UP databases regarding the number and type of site visits will be used to reconcile the agency request for reimbursement. For additional detail on the program requirements, refer to the Resource Guide for Vaccine for Children Providers and the current Department site visit guidance documents, as well as other current guidance provided by the Department/Immunization Program in correspondence to Immunization Action Plan (IAP), Immunization Coordinators, or through health officers. • Every VFC visit performed for a QI-eligible provider must receive a QI visit within the same site visit cycle. This may be performed as either a Combined VFC-QI visit or separate VFC Only and QI Only visit, according to current MDHHS guidelines. A QI visit can only be conducted within a cycle in which a VFC visit has also been conducted for the same provider. • Local health departments must complete an in -person VFC or VFC/QI site visit for every VFC provider at minimum, every 24-months, using the date of their previous visit as a starting point. Site visits will vary in time an average of 1 hour for QI and 2 hours for VFC Compliance and must not exceed the two-year time frame. Annual visits are encouraged but must not be conducted sooner than 11 months from the previous site visit date. • Combined VFC/QI site visits will be conducted using MCIR QI reports and QI tools developed by the Department. All VFC and QI follow-up activities and outstanding issues must be completed within CDC guidelines. • Detroit Department of Health and Wellness Promotion Immunization Program is required to complete visits annually to 100% of the VFC providers in accordance with the SEMHA Quality Assurance Specialist (QAS) contractual obligations, including the completed site visit questionnaires and the CDC -PEAR and the CDC-IQIP database systems reviewed at the most recent Fall IAP meeting, web - training with MDHHS VFC and QI coordinators, in -person training with Field Reps and the current site visit guidance documents (VFC and QI) provided by the department and the CDC. All site visit information shall be entered into the appropriate database as required by CDC (PEAR and QI database system) within 10 days of the site visit by the individual who conducted the site visit. VFC site visit documentation must be entered online within PEAR during the time of the site visit. Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis Offer immunization services to the public. Collaborate with public and private sector organizations to promote childhood, adolescent and adult immunization activities in the county including but not limited to recall activities. ® Educate providers about vaccines covered by Medicare and Medicaid. Provide and implement strategies for addressing the immunization rates of special populations (i.e., college students, educators, health care workers, long term care centers, detention centers, homeless, tribal and migrant and childcare employees). Develop mechanisms to improve jurisdictional and LHD immunization rates for children, adolescents and adults. Ensure clinic hours are convenient and accessible to the community, operating both walk-in and scheduled appointment hours. Coordinate immunization services, including WIC, Family Planning, and STD, developing plans or memorandums of understanding. Collaboratively work with regional MCIR staff to ensure providers are using MCIR appropriately. Develop strategies to identify and target local pocket of need areas. Reporting Requirements (if different than contract language) IAP Reports are submitted electronically in accordance with due dates set by the Department. IAP Plan will be submitted electronically using a template provided by the Department, in accordance with due dates set by the Department. Utilize VAERS to report all adverse vaccine reactions Ensure that all reportable diseases are reported to the Department in the time specified in the public health code and appropriate case investigation is completed. o By April 1, of each year provide one copy of the VFC provider with an online re - enrollment form which includes a profile for each provider who receives vaccine from the state. These documents must be submitted electronically in MCIR no later than April 1. Any additional requirements (if applicable) ® Adhere to federal and state appropriation laws pertaining to use of programmatic funds. See Immunization Allowable Expenditures in Attachment I for appropriate use of Federal Funds. Adhere to requirements set forth in the Omnibus Budget Reconciliation Act of 1993, section 1928 Part IV — Immunizations and the most current CDC Vaccines for Children Operations Manual, Michigan Resource Book for VFC Providers, and documents that are updated throughout the year pertaining to the Vaccines for Children (VFC) Program. s Ensure that federally procured vaccine is administered to eligible children only and is properly documented per VFC guidelines. o The VFC Program provides VFC vaccine to only eligible children who meet the following criteria: are Medicaid eligible, have no health insurance, are American Indian or Alaskan Native, are served at a Federally Qualified Health Center (FQHC), a Rural Health Center (RHC) or a public health clinic affiliated with a FQHC and are also under -insured. o Ensure state -supplied vaccines provided in the jurisdiction are administered only to eligible clients as determined by the state. This program allows for the immunization of select populations who are underinsured and not served at a FQHC, RHC, or a public health immunization clinic affiliated with a FQHC as defined by current state program requirements. o Ensure that all providers receiving vaccine from the state screen children for VFC eligibility for children 6 Fraud or abuse of federally procured vaccine must be monitored and reported. Adhere to all Federal and Michigan Laws pertaining to immunization administration and reporting including reporting to the MCIR, VAERS and schools and daycare reporting Coordinate the submission of immunization data from schools and childcare centers in your jurisdiction and follow-up with programs providing incomplete or inaccurate data. Assure compliance levels are adequate to protect the public, Provide education to the parents of children seeking a non -medical exemption in your jurisdiction. ® Monitor any provider receiving federally procured vaccine including but not limited to VFC/Qi site visit. ® Ensure on -site attendance of at least 1 LHQ immunization program staff to two (2) Immunization Action Plan (IAP) meetings each year. Implements Perinatal Hepatitis B program activities to prevent the spread of Hepatitis B Virus (HBV) from mother to newborn. o Verify pregnancy status on all hepatitis B surface antigen (HBsAg) positive pregnant women of childbearing years (10-60 years of age.) o Ensure HBsAg positive pregnant women are reported to the Perinatal Hepatitis B case manager and according to the Public Health Code. o Coordinate Perinatal Hepatitis B case management activities between local health department, provider, and Perinatal Hepatitis B Case Manager - to: Ensure that all infants, born to women who are HBsAg positive receive hepatitis B vaccine and hepatitis B immune globulin (HBIG) within 12 hours of life, a complete hepatitis B vaccine series with post vaccination serology testing and program support services. Ensure that all susceptible household and sexual contacts associated with HBsAg positive women receive appropriate testing, vaccination, and support services. Ensure birthing hospitals are able to offer hepatitis B vaccine to all newborns prior to hospital discharge by enrolling them in the Universal Hepatitis B Vaccination Program for Newborns. M Surveillance of vaccine preventable disease (VPD) activities o Conduct active surveillance when indicated (i.e. during an outbreak) and contact hospitals, laboratories, and/or other providers on a regular basis. PROJECT: Immunization Action Plan- Pilot Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: Project to increase immunization rates within the jurisdiction with a focus on influenza vaccination. Staffing to work with schools on implementing school located vaccination clinics. • Staff school located vaccination clinics and provide vaccines to eligible students. • Distribute report cards to providers within the jurisdiction and research methods to increase immunization rates within the practice. Work with MDHHS staff to coordinate immunization services to schools. Reporting Requirements (if different than contract language) • On a quarterly basis provide number of clinics held and number of students vaccinated at school located clinics • On a quarterly basis report the number of interventions initiated with provider offices to improve immunization rates • On a quarterly basis report any other immunization outreach efforts completed using this funding Any additional requirements (if applicable) PROJECT: IMMUNIZATION — FIELD SERVICE REPRESENTATIVES Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis Reporting Requirements (if different than contract language) Any additional requirements (if applicable) Field Representative Roles and Responsibilities- District 10, N Michigan, Marquette, and St. Clair Counties This position serves as a liaison, resource person and as a regional expert for local health jurisdictions regarding all the Department immunization programs and initiatives. PROGRAM SUPPORT: • Assist with the regional MCI activities and act as a regional resource on MCIR processes and assessment protocols. • Assist with the local implementation and monitoring of all state programs at the regional level- including IAP implementation, VFC, IQIP, Accreditation, Perinatal Hepatitis B, School / Childcare reporting, special projects and the INE program. • Participate in planning for regional conferences, IAP Coordinator meetings, and other Department programs and initiatives as needed. Assist state, regional and local epidemiologists and communicable disease staff as needed with VPD surveillance and outbreak control. PROGRAM QUALITY ASSURANCE: • Assist in the orientation of new IAP Coordinators. • Work with local health departments to assess and increase immunization levels for all age groups, especially identifying and targeting pockets of need. • Identify evidence -based strategies that support improved coverage levels in the region, including use of recall, support for the IQIP program, coordination of LHD services, and provider and LHD staff education. • Consult with the local health department on the immunization component of the accreditation process, including preparation for reviews and conducting a walk through or mock accreditation review. • Consult with local coalitions and private stakeholders to promote immunizations and ensure consistent messages are relayed to the public. • Consult with local health departments on the school and day care assessment process. • Encourage or provide educational updates and interventions on all immunization issues with staff at local health departments, healthcare providers, school and childcare staff and other stakeholders, may also include INE presentation if applicable. PROGRAM COMPLIANCE: • Monitor compliance with policies/legislation at national/state and local levels such as: a. VFC program requirements and vaccine distribution and storage. b. VAERS program c. Public Health Code d. Administrative Rules e. School and childcare legislation and reporting requirements f. MCIR legislation and rules g. Communicable Disease Rules PROGRAM OVERSIGHT and PROGRAM REVIEW: • Perform oversight of the following programs with assigned local health departments. Accreditation -Conduct reviews and monitor corrective actions. • VFC including orientation and observation of LHD staff to annual VFC site visit process, monitoring of VFC vaccine losses, submission of mandatory reports, annual LHD VFC site visits and quality assurance review of all provider public vaccine orders, perform E-VFC site visits to all LHD clinics, and unannounced VFC storage and handling site visits. • IQIP—including the required IQIP follow-up with VFC providers, and full implementation of recommendations. • Perinatal Hepatitis B-regional birth dose levels and universal vaccine program. • Review and summarize LHD JAP Annual Plans and Biannual IAP Reports. • Monitor LHD compliance with Comprehensive agreements and special requirements relating to the Immunization program. . Subrecioient monitoring of funds. District ##10, NW Michigan, Marquette and St. Clair Counties Employ and oversee a full-time Immunization Field Representative for the Immunization Program who shall be acceptable to the Department and who shall be supported by this agreement, understanding that their full time is to be devoted for regional immunization related activities, including travel time. Provide the Immunization Field Representative with permanent office space and supplies, including, but not limited to a telephone, general office supplies, a computer with high speed internet capabilities, a printer, a cellular telephone and a use of vehicle or reimbursement mechanism for transportation unless otherwise arranged. Ensure the Immunization Field Representative will be available to all local health departments in the assigned regions to provide Immunization Program activities equitable and at the direction of the Department. Refer to field representative responsibilities as defined by the Department and distributed to the Grantee. Provide for reimbursement for reasonable telephone charges incurred in the conduct of business by the Immunization Field Representative unless otherwise arranged. Provide reasonable reimbursement for any travel and subsistence expenses incurred by the Immunization Field Representative necessary to the conduct of the Immunization Program. Travel could include the annual National Immunization Conference or other professional immunization related conferences, attendance at the Department Immunization staff meetings and trainings, and accreditation visits made in other areas of the state, as determined by the Division of Immunization. Kent, Livingston and Monroe Cnunties • Provide adequate office space, telephone connections, high-speed internet access, as well as access to fax and photocopiers. Provide feedback to Section Manager as needed, on employee work related conduct. PROJECT: IMMUNIZATION MICHIGAN CARE IMPROVEMENT REGISTRY (MCIR) RLGIONAL Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis Reporting Requirements ® Ensure the quarterly submission of status reports on work plan progress. Reports are due within 30 days of the end of each quarter: Report Period October 1 — December 31 January 1 - March 31 April 1 - June 30 July 1 - September 30 Report Due January 31 April 30 July 31 October 31 Final quarterly report shall be an annual report. The annual report will be distributed to the Department. The report shall include a summary of all the required activities listed above in the quarterly reports. Any other information as specified in the special requirements shall be developed and submitted bV the Grantee as required by the Department. Reports and information should be submitted to: Bea Salada, MCIR Coordinator Michigan Department of Health & Human Services Immunization Division 333 South Grand Ave Lansing, MI 48909 Phone: (517) 284-4889 The Grantee shall permit the Department or its designee to visit and to evaluate on an as- needed basis. Any additional requirements (if applicable) • The Grantee shall ensure the performance of the following activities on behalf of the Department to support the MCIR: • Promote and train providers and Health Care Organizations (HCOs) on all features of the MCIR Web application. • Support regional MCIR users by operating the regional help desk in accordance with Department approved procedures. • Monitor and develop strategies to increase private provider and HCO enrollment and participation in the MCIR which includes development of strategies to encourage all providers to fully participate with the MCIR, (such as sites of excellence awards). • Process all user/usage agreements, according to the Department's approved procedures, to create user accounts. • Implement and update marketing plans in support of increased provider and parent acceptance and use of the MCIR. Keep regional users updated on MCIR status and system changes. Conduct ad hoc reporting and querying on behalf of MCIR users. • Work with local health departments to establish a mechanism and internal process to assure persons who have died within their county are appropriately flagged in the MCIR. • Maintain a listing of HCO private and public immunization providers. This listing should be as comprehensive as possible and should include all providers in the region. • Conduct regular de -duplication activities to assure that duplicate records are removed from the MCIR as quickly as possible. • Process user petitions to change MCIR data according to Department approved procedures. • Monitor ongoing immunization data submission for all local health departments and private providers. • Conduct training functions as needed to assure that local health department staff can train and educate providers on how to access and submit data into MCIR. • Maintain a policy/procedure manual, approved by the Department. • Process and file all `opt out" forms according to the Department approved procedures. Attend regular MCIR regional Grantee/coordinator meeting. • Conduct Onboarding activities as required for providers submitting immunization data via HL7 messaging to MCIR. • Perform quality assurance checks on the MCIR data for the region as prescribed by the Department. • Assist local health departments and private providers with methodologies to "clean up" their data. • Provide assistance to the Department on User Acceptance Testing (UAT) when required to verify MCIR system releases of bug fixes and enhancements. • Attend all UAT training sessions as required by the Department. • The Grantee shall provide to the MCIR Regional Coordinator: a) permanent office space b) general office supplies c) a land -based telephone d) a computer with high-speed internet capabilities e) a printer f) a cellular telephone g) use of a vehicle or in the alternative reimbursement mechanism for transportation unless otherwise arranged • When sufficient funding is available, provide to the MCIR Regional Coordinator reimbursement for travel to attend the National Registry related meetings if approved by the Department. This includes travel related expenses concerning air fare, lodging, baggage processing, taxi services, etc. Consult with the Department on any personnel or performance issues that could affect the above -mentioned contract requirements. Facilitate the Department's attendance in the interview process for hiring of a MCIR Regional Coordinator / MCIR staff. This process includes consultation with the Department regarding selection of interview candidates as well as participation in the hiring determination. PROJECT: IMMUNIZATION —VACCINE QUALITY ASSURANCE PROGRAM Beginning Date: 10/01/2021 End Date: 9/30/2022 Project Synopsis Reporting Requirements (if different than contract language) Any additional requirements (if applicable) • Follow-up on vaccine losses and replacement for compromised vaccines for immunization providers within the jurisdiction. • Monitor and approve all temperature logs, doses administered reports and ending inventory reports received from participating VFC providers within the jurisdiction. • Monitor and approve vaccine orders for participating VFC providers within the jurisdiction. • Act as the Primary Point of Contact (PPOC) for VFC providers within the jurisdiction. Provide education and intervention on inappropriate use of publicly purchased vaccine. • Follow-up on VFC site visit non-compliance issues. Assist VFC providers within the jurisdiction on issues related to balancing vaccine inventories. • Assist with the redistribution of short dated vaccine for providers within the jurisdiction. • Assist with the equitable allocation of vaccines to providers in the jurisdiction during a vaccine shortage. PROJECT TITLE: Infant Safe Sleep Start Date: 10/1/2021 End Date: 09/30/2022 Project Synopsis: Local health departments will provide educational activities, conduct community outreach efforts and/or expand community awareness of infant safe sleep. Reporting Requirements (if different than agreement language): LHD will attach completed "Infant Safe Sleep Mini -Grant Work Plan" to the indirect cost line of the budget for review and approval by the Infant Safe Sleep program. 2. Prior to the submission of the proposed work plan, LHD will participate in a meeting (by person or phone) with all mini -grantees facilitated by the Infant Safe Sleep Program to review current data, discuss infant safe sleep best practices and answer any questions related to mini -grant requirements. 3. LHD will attach "Infant Safe Sleep Mini -Grant Work Plan" with reporting column completed and completed "Infant Safe Sleep Mini -Grant Report Grid" to the indirect cost line of the 2nd quarter FSR. The reporting period will cover October 1, 2021 - March 31, 2022. The reports are due by April 30, 2022. 4. LHD will participate in a technical assistance call with the Infant Safe Sleep Program to review progress to date. LHD will attach "Infant Safe Sleep Mini -Grant Work Plan" with reporting column completed and completed "Infant Safe Sleep Mini -Grant Report Grid" to the indirect cost line of the final FSR. The reporting period will cover October 1, 2021 - September 30, 2022. The reports are due by December 15, 2022. Any additional requirements (if applicable): Grantee must provide educational activities, conduct community outreach efforts and/or expand community awareness of infant safe sleep. These efforts must adhere to the updated policy statement titled "SIDS and Other Sleep -Related Infant Deaths: Updated 2016 Recommendations for a Safe Infant Sleeping Environment" issued by the American Academy of Pediatrics in October 2016. 2. Activities are to be data driven, to the extent possible, and culturally relevant to at - risk, high -risk families in the community and reflect diversity in terms of race, ethnicity, language, and socioeconomic status. In addition, activities should support families and encourage open and nonjudgmental conversations with families about infant sleep practices. 3. Grantee must participate in and/or coordinate a local advisory team or regional group (such as the county's Regional Perinatal Quality Collaborative) to coordinate efforts to promote infant safe sleep and reduce infant deaths related to unsafe sleep environments. 4. Activities of the grantee must align with the Mother Infant Health and Equity Improvement Plan to address preventable infant deaths and disparities through evidence -based infant safe sleep program activities. 5. Funds may be used for the purchase of demonstration and/or educational items, however, grantee is encouraged to use department -provided educational materials when possible. Additionally, a maximum of 15% of the funding may be used for giveaway items that are directly related to infant safe sleep such as cribs, pack - and -plays, and/or sleep sacks. A maximum of 15% of the funding may be used for advertising, including billboards, bus signage and the purchase of radio, TV, and/or print media. 6. Grantee must adhere to the approved work plan. Deviations to the work plan must be approved by the Program Coordinator. Program Coordinator Colleen Nelson Washington Square Building 109 Michigan Avenue 3rd floor P.O. Box 30195 Lansing, Michigan 48909 nelsonc7 @,,michigan.ciov 517-335-1954 PROJECT: Informed Consent Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis The Department will provide funding, at the fixed rate of $50 per woman served, for each woman that expressly states that she is seeking a pregnancy test or confirmation of a pregnancy for the purpose of obtaining an abortion and is provided a pregnancy test with a determination of the probable gestational stage of a confirmed pregnancy. Reporting Requirements (if different than contract language) The numberof services, rate per service and total amount due must be noted as a funding source, under the element where the staff providing the services are funded, on the FSR through the MI E-Grants system. Any additional requirements (if applicable) The following requirements apply to all Grantees, whether the Grantee operates a Family Planning Clinic or not: 1. When a woman states that she is seeking an abortion and is requesting services for that purpose the Grantee will provide: a. A pregnancy test with a determination of the probable gestational stage of a confirmed pregnancy. destroyImportant Note: The Grantee must a "informed en files containing identifying information (Name, Address, etc.) after 30 days. 2. When a woman seeks a pregnancy test and does not explicitly state that she is doing so for the purpose of obtaining an abortion, she should be directed to a family planning clinic or to her primary care provider for a pregnancy test. Services to comply with PA 345 of 2000 should not be provided to a woman in a Title X funded family planning clinic. PROJECT: Laboratory Services Bio Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis As part of the emergency preparedness and response efforts, the regional laboratories have been designated as partner organizations that assist with testing, transport, and communications related to biothreat agents or other evolving infectious agent issues. Reporting Requirements (if different than contract language) Provide the Bureau of Laboratories records and reports as required, at least once per year or upon special request. Any additional requirements (if applicable) Meet established standards of performance and objectives in the following areas: Public Health Emergency Preparedness: • Maintain a current list of contact information for local community hospital laboratories to facilitate communication. • Facilitate response with local community hospital laboratories in preparation for and during public health threats. • Coordinate and facilitate specimen collection and transport with facilities within jurisdiction. This may include specimen packaging and shipping and coordination with the courier service. • Provide 24/7 contact information to hospital partners and BOL. • Participate in and provide support for Department PHEP exercises with community hospital laboratories within jurisdiction. • The Grantee will designate one staff member as a liaison to the Bureau of Laboratories. Each Grantee must designate appropriate staff to take part in LIMS training activities. s •Provide information on specimen submission to local health jurisdictions to assure that specimens are submitted to the BOL LRN laboratory, or other appropriate LRN laboratory as determined by the Department. PROJECT: Lactation Consultant Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis Reporting Requirements (if different than contract language) Upon initiation of the FY22 agreement, grantees must submit a Lactation Consultant work plan to Townsend S2tcmichioan.00v. The work plan must include: • Outcome objectives (a minimum of 2) for improved breastfeeding rates in Genesee County. • Activities (a minimum of 3 per objective) that include names and numbers of specific populations targeted for interventions. • The estimated cost, person responsible and deliverable quantifiable outcomes for each activity. Other workplan Information: • Work plans must be approved by the MDHHS State Breastfeeding Coordinator. • Changes to the work plan throughout the year can occur with prior approval from the MDHHS State Breastfeeding Coordinator. • All activities, as specified in the initial approved work plan, shall be implemented. Workplan Report Due Dates: Work plan reports must be submitted quarterly or as requested by MDHHS. The reports are due 30 days after each quarter and year end and include the following timeframes: 1. Initial work plan due August 1, 2021. 2. First quarter (covering period October 1 through December 31) is due January 30. 3. Second quarter report (covering period January 1 through March 31) is due April 30. 4. Third quarter report (covering period April 1 through June 30) is due July 30. 5. Fourth quarter report (covering period July 1 through September 30) is due October 30. Any additional requirements (if applicable) PROJECT: Lead Hazard Control Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis The LHCCD grant funds local communities to provide residential lead hazard control (LHC) services within their communities per the Medicaid Children's Health Insurance Program State Plan Amendment. The purpose is to provide LHC services to eligible households with a Medicaid -enrolled child to reduce lead exposure in children. The program consists of outreach, education, identification of sources of lead, as well as remediation of lead hazards within the home that contribute to elevated blood lead levels. The grant allows grantees to establish a tailored, high quality, and sustainable lead hazard control program that best serves the residents in their community. Reporting Requirements (if different or in addition to contract language) 1. Grantees must complete and submit monthly Enrollee Engagement Protocol Tracking Reports via secured MDHHS File Transfer Protocol (FTP) system by the 15th of each month for the prior month's activity. 2. Grantees must complete and submit MDHHS-HHS Monthly Monitoring Reports via secured FTP by the 15th of each month for the prior month's activity. The method of reporting may change following the MiCLEAR application implementation. 3. Grantees must complete monthly expenditure and general ledger reports by the 30th of each month for the prior month. Monthly financial reports will be submitted to applicable Program Coordinator on time. 4. Quarterly Financial Status Reports in EGrAMS are due by the 30th of the month following the end of the quarter. Grantees shall provide applicable general ledgers attached to the quarterly Financial Status Report in an Excel or PDF format for reconciliation, review and analysis. 5. Grantees must submit quarterly Work Plan reports via FTP by the 15th of the month following the end of each quarter, as specified in the Grant Agreement. 6. Grantees must complete benchmark form detailing monthly projected environmental investigations, cleared projects and funds to be drawn. Community Development Unit will complete monthly review of benchmarks and develop a management plan on a quarterly basis for grantees who are not meeting benchmarks. If management plan does not achieve projected results, grantee must revise portions of contract including benchmarks and/or total contract award in the next amendment cycle. Grantees must have at least one representative participate in additional monitoring and information conference calls as requested by CDU. Any other information as specified in the Statement of Work, shall be developed and submitted by the Grantee as required by the Contract Manager. 9. Reports and information shall be submitted through the Lead Hazard Control Community Development File Transfer Protocol (LHCCD FTP) shared area and EGrAMS. Grantees shall follow the established MDHHS report and document naming conventions for reports submitted via secured FTP. 10.The Grantee shall permit the Department or its designee to visit and to make an evaluation of the project as determined by Contract Manager. Any additional requirements (if applicable) Ensure compliance with laws, regulations, licensing requirements, protocols, and guidelines for all funded activities under this RFP. Work must be conducted by firms and persons certified according to the Michigan Lead Abatement Act and/or EPA 40 CFR 745 possessing certification as lead abatement firms, EPA certified renovation firms, risk assessors, inspectors, abatement supervisors, abatement workers or certified renovators (for workers and supervisors performing non - abatement work), as applicable to each unit's scope of work. Any abatement activities conducted under this program require a properly certified abatement firm, certified abatement supervisor, certified abatement worker credentialing. Any activities or other renovation activities not performed during abatement activities under this program requires a properly certified EPA renovation firm using only EPA -certified renovators. Each project will have a clearance performed at the end of the abatement work and at the end of the project. Compliance with the following is required for all sub -contractors, sub -grantees, sub -recipients, and their contractors: • U.S. Department of Housing and Urban Development (HUD): 24 CFR 35 U.S. Occupational Safety and Health Administration (OSHA): 29 CFR 1910.1025, 29 CFR 1926 (Lead Exposure in Construction) U.S. Environmental Protection Agency (EPA): 40 CFR 745 • U.S. EPA, National Environmental Policy Act - Tier II Environmental Review: 29 CFR Part 50-58. • National Historic Preservation Act. The National Historic Preservation Act of 1966 (54 U.S.C. §300101) and the regulations at 36 CFR Part 800 apply to the lead -hazard control or rehabilitation activities that are undertaken pursuant to this RFP. • State of Michigan regulations, including the Michigan Lead Abatement Act (MCL 333.5451-333.3477), Lead Hazard Control Administrative Rules (R325.991 01 -R325.99409), and Article 24 of Public Act 299 of 1980, as amended, regarding residential building, maintenance, and alteration contractor licensing and regulations. • Local regulations as applicable. Applicants applying as a consortium must identify all partners, one Lead Applicant, and Authorizing Official in their proposal. Identify the geographic region each consortium partner is serving and their role. 3. Create an Enrollee Engagement Prioritization Plan that specifies how you will adhere to the minimum requirements in the Enrollee Engagement Protocol. Grantees must ensure that prioritized at -risk eligible households receive adequate outreach for equitable inclusion and enrollment. Grantees shall maintain a documented Enrollee Engagement Prioritization Plan for their community, prioritizing the most at -risk families (e.g. pregnant women, children with EBLs, age of child, housing stock, etc.). Upon completion of a Data Use Agreement, MDHHS-HHS will provide Grantees with a monthly Medicaid enrollee and Elevated Blood Lead Level (EBLL) report for their geographic region to support this activity. b. Grantee's plan shall include enough potential participants to attain benchmarks. Conversely, Grantee's plan must be targeted to avoid a lengthy backlog of applicants. c. Once a Grantee has contacted a potential enrollee, the engagement protocol shall be followed until an application is received or they are disengaged according to the disengagement protocol. d. Grantee enrollee engagement must include application completion assistance, if needed. e. Grantee's plan shall address how an applicant backlog will be tracked and monitored if there are more applicants than they can serve. If Grantee doesn't have a backlog, all eligible applicants shall be served regardless of their prioritization status. If Grantee plans to use a partner to oversee or conduct their Enrollee Engagement Prioritization Plan and Tracking, they must identify the partner, agreements they have in place, and how PII and PHI data are shared and protected. If Grantee proceeds with an application that does not follow their Enrollee Engagement Prioritization Plan, Grantee must document the justification in their project file. 4. Ensure lead abatement requirements are followed including: a. A lead abatement supervisor is required for each lead abatement job and must be present at the job site while all abatement work is being done. This requirement includes set up and clean up time. The lead abatement supervisor must ensure that all abatement work is done within the limits of federal, state, and local laws. b. Services may be rendered to eligible physical structures and include the surrounding land up to the property line. c. Services must be coordinated with water service line removal that occurs outside of the property line. d. A certified lead inspector or risk assessor, who is independent of the abatement company, shall perform clearance testing after abatement work is completed and at the end of the project. e. All laboratories selected for use in the lead -based paint hazards and evaluation reports shall hold and maintain an accreditation to the ISO/IEC 17025:2005 standard, through an appropriate accreditation body, to conduct lead testing services. The laboratory must be recognized by the U.S. Environmental Protection Agency (EPA) National Lead Laboratory Accreditation Program (NLLAP) for the analyses performed under this contract, and shall, for work under this grant, use the same analytical method used for obtaining the most recent NLLAP recognition. Additionally, the laboratory must employ individuals, who perform the testing and review and report out results, which meet the MDHHS Civil Service requirements for staffing capabilities, which can be found below. Grantee has two analytical laboratory options, which are to either (1) identify the laboratory they plan to use; submit documentation of compliance with the requirements stated in the RFP; (2) use the MDHHS Trace Metals Laboratory. Copies of the chain -of -custody and sample results must be included within the EBL El or Lead Inspection/Risk Assessment report. f. Ensure water sampling protocols are followed in compliance with the EPA Lead and Copper Rule and the MDHHS-HHS Residential Lead Hazard Control -Lead in Water Protocol. A Michigan Department of Environment, Great Lakes and Energy Certified Drinking Water Laboratory for Lead and Copper must be used. All water samples must be analyzed within fourteen (14) days of collection. It is recommended that all water samples be delivered to the approved laboratory within ten (10) days of collection. Copies of the chain -of -custody and sample results must be included within all Lead Hazard Control Environmental Investigation, Clearance and Addendum reports. g. All residences designated within a Historic Preservation District must adhere to state and local historical preservation requirements. The HHS-Community Development Unit (CDU) is responsible for conducting the Tier I Environment Review through the issuance of a public notice in the form of a press release. Grantees are required to complete site specific Tier II Environmental Reviews in accordance with U.S. EPA National Environmental Policy Act, 24 CFR 50-58. Grantees must complete the required Tiered Environmental Review Checklist for each project. The following components shall be included in the review and adhered to: 1) Airport Runway Clear Zones and Clear Zones Disclosures 2) Coastal Barrier Resources Act 3) Coastal Zone Management 4) Flood Insurance 5) Flood Plain Management 6) Wetland Protection 7) Wild and Scenic Rivers 8) Clean Air Act 9) Contaminated and Toxic Substances 10) Endangered Species 11) Farmlands Protection 12) Explosive and Flammable Operations 13) Environmental Justice 5. Applicants must complete minimum work plan requirements, identify specific program objectives and activities to be accomplished in a work plan. Objectives should relate to the identified target community needs and be SMART (specific, measurable, appropriate, realistic, and time -based). Each objective must have a minimum of one related activity. 6. The following minimum objectives and activities shall be included in Applicant's work plan: Objective: Education & Engagement Activity: Adhere to Enrollee Engagement Protocol while utilizing Program Prioritization Plan Responsible Staff: ,' "c,' a;; s;: ;!a •:.::;., y`irvJ;, u; ut i':- Date Range: Expected Outcome: Receive and approve : `;C applications. Measurement: Number of applications received/approved and families contacted. Objective: Investigations Activity: Complete EBL/LIRA investigations including water sampling according to MDHHS Water Protocol Responsible Staff: r;='tc +:;,: F , ;,; ,r i';1,<. i. Date Range: Expected Outcome:.` completed EBL/LIRA investigations Measurement: Number of EBL/LIRA reports received Objective: Abatement Activity: Complete and clear."."",abatement projects Responsible Staff: 'r'r' s._ _ rr,r ;?_,:,< rs;r;, :.. r r, i,r,`';.•!::`tre7f , ...; i:: Date Range: Expected Outcome:: y. projects completed/cleared Measurement: Number of projects completed/cleared 7. Collaboration and coordination requirements include: a. If MDHHS-HHS-Lead Safe Home Program (LSHP) receives an application from a Medicaid resident in a Grantee community, LSHP and the Community Development Unit (CDU) will determine who shall be responsible for serving the applicant. CDU will work with Grantees to coordinate referrals. b. Services performed must be part of a coordinated plan that ensures abatement activities of the eligible residential unit align with the community's water service line replacement plan (if applicable). The Grantee must replace the service line if water test results are above acceptable limits. Applicants must include their coordination plan as part of their proposal. c. MDHHS-HHS encourages collaboration and coordination to meet the requirements of this RFP with other non-profit: communities, agencies, and partners (such as childhood lead poisoning prevention programs, health agencies, community development agencies, weatherization assistance agencies, fair housing organizations, code enforcement agencies, community -based organizations, faith -based organizations, financial institutions, or other philanthropic entities). d. Grantees are required to enter into formal arrangements, such as memorandums of understanding or similar contractual agreements, with service delivery organizations receiving funds. 8. All high -cost projects exceeding $70,000 require MDHHS approval priorto abatement. 9. Control/Elimination Strategies: All lead -based paint hazards identified in eligible housing units and in common areas of multifamily housing enrolled in this Medicaid CHIP program must be controlled or eliminated in accordance with the Michigan Lead Abatement Act. 10. Data Collection and Use: Grantees must collect, maintain, assure data integrity, and provide to MDHHS-HHS the data necessary to document, report, and evaluate program outputs and outcomes. Grantees must document how PII or PHI data will be securely shared with partnering entities, including the following components: a. Data source, purpose, and use b. Specific data elements (e.g., age, gender, etc.) c. Time periods (e.g. October 1, 2021 through September 30, 2022) d. Identify what data transfer medium will be used (e.g., electronic through secured FTP, hard copy via facsimile, encrypted email, etc.) e. Identify who will have access to the data (e.g., project director, intake specialist, etc.), and how access will be controlled. f. Identify how you will receive authorization from participants to share data with any subcontractors or partners. Include how you will share the authorized data with subcontractors or partners, and ensure those accessing data agree to the same restrictions and conditions. g. Identify where data will be stored and how access will be restricted to authorized individuals (e.g. encrypted or password protected) h. Identify how data will be retained in secured storage once the program is completed to comply with records retention. Include how the data is destroyed at conclusion of the retention period. Grantees are required to immediately notify CDU if a staff member who has access to FTP or Michigan Comprehensive Lead Abatement and Registry (MiCLEAR) is no longer employed with the agency and/or permitted to have access to PHI. CDU will revoke their access immediately. 11. Grantee shall enter and maintain program and project data in an MDHHS online application, MICLEAR, when available. Until such time, data shall be provided on Excel spreadsheets or on data collection forms listed in Reporting Requirements. 12. Grantee must obtain Data Use Agreement with CDU if the program is sharing PHI. 13. Required Trainings: Grantees are required to send a minimum of two representatives to attend an annual Grantee Orientation and any additional Grantee mandatory meetings scheduled by MDHHS-HHS throughout the fiscal year. 14. Lead -Based Paint and Lead Hazard Identification: A complete lead -based paint inspection, lead hazard risk assessment, EBL environmental investigation (for children with a blood level >_5 pg/dL), and lead in water sampling assessmentlevaluation will be conducted; either separate reports or a combined report is required for all properties enrolled under this program. Presumption of the presence of lead -based paint or lead hazards is not permitted. Paint inspections and risk assessments must follow the procedures as defined in the Michigan Lead Abatement Act and HUD Guidelines for the Evaluation and Control of Lead -Based Paint Hazards in Housing investigation, abatement and clearance. Lead in water sampling must be conducted in accordance with MDHHS-HHS Residential Lead Hazard Control -Lead in Water Protocol. a. Individuals performing EBL/Lead Inspection Risk Assessments and/or water sampling must use MDHHS approved Lead Hazard Control Environmental Investigation, Clearance and Addendum report templates. 15. Demolition. In rare cases, a portion of the housing unit or structure with lead hazards may be determined to be of so little value, unfit for occupancy, or in a state of extreme disrepair that pursuing lead hazard control may not be cost effective. Partial demolition and removal of contaminated materials, soil, etc. is a covered service only if pre -approved in writing by MDHHS-HHS. 16. Minimal residential rehabilitation is allowed to the extent that this work extends the life of the lead abatement work done consistent with HUD guidelines, including activities that are specifically required in order to carry out effective hazard control, and without which the hazard control could not be completed, maintained, and sustained, as defined by HUD Policy Guidance Number 2008-02 17, Notification Requirements: All lead -based paint testing results, summaries of lead - based paint hazard control treatments, and clearances must be provided to the owner of the unit, togetherwith a notice describing the owner's legal duty to disclose the results to tenants and buyers in accordance with 24 CFR 35.88 of the Lead Disclosure Rule. Applicants must ensure that this information is provided in a manner that is effective for persons with disabilities (24 CFR 8.6) and those persons with limited English proficiency (LEP) will have meaningful access to it (see Executive Order 13166). Applicant files must contain verifiable evidence of providing lead hazard evaluation and control reports to owners and tenants, such as a signed and dated receipt. Applicants must also describe how they will provide owners with lead hazard evaluation and control information generated by activities under this program, so that the owner can comply with the Lead Disclosure Rule (24 CFR part 35, subpart A, or the equivalent 40 CFR part 745, subpart F), the Lead Safe Housing Rule (24 CFR part 35, subparts B—R), and the EPA's Renovation, Repair, and Painting (RRP) Rule (see 40 CFR part 745 and http://www2.epa.gov/lead/renovation-repair-and-painting- program). 18. Procurement Requirements: Recipients must follow State of Michigan or established grantee policies and procedures. 19. Temporary Relocation: Costs for the temporary relocation for residents required to vacate housing during abatement activities must be controlled and reasonable for the area. MDHHS-HHS expects that the lead hazard control work and temporary relocation will take ten (10) days or less, unless pre -approved by MDHHS-HHS. Rental unit landlords shall identify alternate relocation for residents during abatement, if available. 20. If an X-ray fluorescent (XRF) instrument is used, all risk assessors must possess current training, certification and licensing in the use of the XRF equipment under appropriate federal, state or local authority, 21. Waste Disposal must adhere to the requirements of the Michigan Lead Abatement Act, appropriate local, state, and federal regulatory agencies, and HUD Guidelines. 22. Written Policies and Procedures: Grantees will be required to develop written policies and procedures to comply with the requirements of this RFP within the first sixty (60) days of the new award. MDHHS-HHS Lead Safe Home Program will provide Grantees with a minimum set of procedures to be followed. The policies and procedures must describe how your program will handle items such as, but not limited, to: a. Enrollee Engagement Prioritization Plan and Tracking, including a plan for targeted outreach, prioritization, maintenance of a backlog, documentation, and reporting. b. Workforce development related to lead hazard control c. Processing program applications, validating unit eligibility, prioritization, and selection All phases of lead hazard evaluation and control, including risk assessments, inspections, water sampling, reporting, abatement and clearance, development of specifications for contractor bids e. Resident temporary relocation f. Procurement of abatement contractor g. Quality assurance of program data collection and data entry h. Financial controls i. Quality assurance abatement Plan 23. Grantees are required to retain all project records in a secured location for five (5) years after project closeout. 24. Program administrative costs are recommended to not exceed ten percent (10%) of the award for payments of reasonable administrative costs related to planning and executing the project, preparation/submission of CDU reports, etc. Administrative costs are the reasonable, necessary, allocable, and otherwise allowable costs of general management, oversight, and coordination of the proposal (i.e., program administration). Administrative costs must be outlined in the budget narrative. If administrative costs exceed ten percent (10%), justification must be provided. 25. The Grantee can choose to use one of the approved methods outlined below in their budget. In any method, grantee must provide appropriate documentation of proof. a. Federal approved rate b. State approved rate c. Cost allocation plans 26. The Grantee is responsible for assuring that environmental and pollution insurance is obtained by certified abatement contractor and/or abatement firm. Contractor and/or firm will provide the program with a copy of its current insurance certificate, which will name the property owner and the State of Michigan as additionally insured. The appropriate pollution/environmental coverage requirements as stated above will be included in the certificate. The certificate must be received prior to the issuance of a purchase order. 27. Eligibility of Expenses a. Roofs: Medicaid CHIP abatement project is eligible for roof replacement when roof is beyond minimal rehab and repairable condition. Documentation is needed stating that roof disrepair would affect the integrity of the lead hazard control work being completed on the property. b. Multi -Units: Multi -family rental properties are eligible and follows compliance with HUD policy 5-66. c. Public Housing: Following HUD policy, properties that are HUD voucher based/tenant-based are eligible for lead abatement services. However, project - based housing owned by HUD is not eligible for the Medicaid CHIP grant. d. Consent Decree: Following HUD policy, properties that have an existing consent decree on the property are not eligible for the Medicaid CHIP grant. e. Demolition: In rare cases, a portion of the residential unit or accessory structure with lead hazards may be determined to be unfit for occupancy or in a state of extreme disrepair that pursuing lead hazard control may not be cost effective or feasible. Partial demolition and removal of contaminated materials, soil, etc. is a covered service only if pre -approved by MDHHS-HHS and the following CMS guidelines are adhered to: • Conduct clearance testing of the site and soil upon completion of the project to make sure that the demolition did not create new hazards. • Attest that certified professionals are contracted to work on the demolition to guarantee that it is conducted safely to protect neighboring structures and residents. Obtain consent from the resident and property owner for the demolition, to ensure all parties are in agreement. f. Dumpsters: Dumpsters or storage containers/pods are an allowable expense for households where there are extreme hoarding issues that would prevent contractors and inspectors from performing Lead Hazard Control work. g. Fire Protection: Medicaid CHIP enrolled properties are eligible to receive carbon monoxide detectors and smoke alarms based on local code. h. Minimal Rehabilitation: Minimal residential rehabilitation is allowed to the extent that this work extends the life of the lead abater6brtt work done consistent with HUD guidelines, including activities that are specifically required in order to carry out effective hazard control, and without which the hazard control could not be completed, maintained, and sustained, as defined by HUD Policy Guidance Number 2008-02. Relocation: Temporary relocation expenses are eligible when family is required to vacate home during abatement activities. When possible, the State rate for hotels should be used. j. Fire Protection: Medicaid CHIP CDU enrolled properties are eligible to receive carbon monoxide detectors and smoke alarms based on local code. k. Equipment: Any purchase or lease of equipment having a per -unit cost in excess of $5,000 must be pre -approved by MDHHS including the purchase or lease of X-ray fluorescence (XRF) analyzers. Lead Certifications: Payment of professional certifications and licenses are eligible which includes securing and maintaining required certification and licenses for identification, remediation, and clearance of lead and other housing -related health and safety hazards. m. Resident blood lead testing and analysis are not eligible services or costs. n. Costs of case management are not eligible services or costs. 28. Grantee is responsible for overseeing internal Quality Assurance Plan and COVID19 Preparedness Plan. To ensure safety of workers and residents, grantee will confirm lead safe work practices are being performed as well as COVID19-related precautions are being adhered to. a. Vendors must submit a COVID19 Preparedness Plan to grantees and Community Development Unit before lead hazard control activities can begin. 29. Grantee agrees to follow asbestos recommendations and protocols as prescribed by Healthy Homes Section. 30. If significant findings are concluded from quarterly reviews including but not limited to failure to meet projected benchmarks or adhering to reporting requirements, grantee will develop a Plan of Action. If Plan of Action does not achieve projected results in specified amount of time, grantee must revise portions of contract including benchmarks and/or total contract award in next amendment cycle. After previous measures are implemented and grantee still fails to comply with grant requirements, MDHHS reserves the right to rescind grant award. PROJECT: Local Health Department Sharing Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis Local health departments participating in the project will utilize funds to support activities pertinent to the exploration, preparation, planning, implementing, and improving sharing of local health department services, programs or personnel. Reporting Requirements (if different than contract language) Grantees will receive notification of reports along with reporting templates. Reporting is twice per year based on reporting dates required by the CDC. Any additional requirements (if applicable) Local health departments must submit a continuation workplan and budget for continuation funding of the project "Local Health Department Collaboration and Exploration of Shared Approach to Delivery of Services," Eligible Activities: • Meeting activities, including time and travel costs • Cost of research activities • Supplies and presentation materials • Legal fees and other professional services related to the project • F cost related to service sharing (grant funds may not be used to reimburse equipment costs) PROJECT TITLE: Local Maternal Child Health (LMCH) Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: Local Maternal Child Health (LMCH) LMCH funding is made available to local health departments to support the health of women, children, and families in communities across Michigan. Funding addresses one or more Title V Maternal and Child Health Block Grant national and state priority areas and/or a local MCH priority need identified through a needs assessment process. Local health departments complete an annual LMCH plan, and a year end report. Target populations are women of childbearing age, infants, and children aged 1-21 years and their families, with a special focus on those who are low income. The LMCH allocated funds are to be budgeted as a funding source in two project categories for FY 22, LMCH Projects Project Code Project Title ESCMCH MCH - Children OTHERMCHV MCH - All Other Reporting Requirements (if different than agreement language): 1. The LMCH Plan submission and due date will be communicated through a notification mailing. The department will provide the format for the LMCH Plan. The LMCH Plan, approved by the department, is to be uploaded with the budget application into EGrAMS. The Plan and Plan amendments, if needed, need to be approved in advance of the budget application and budget amendment. 2. The FY 22 LMCH Year -End Report submission and due date will be communicated through a notification mailing. The department will provide the format for the LMCH Year -End Report. The Local MCH Year -End Report, approved by the department, is to be uploaded in EGrAMS with the final FSR. The Year -End Report must be approved in advance of the final FSR. 3. Counts for COVID-19 activities and the amount of MCH funds expended for COVID-19 should be recorded in the year-end reporting columns. Additional information on reporting requirements will be provided with the year-end notification webinar. Any additional requirements (if applicable): 1. Local MCH funding must be used to address the unmet needs of the maternal child health population and based on data and need(s) identified through the Local Health Department community health assessment process. 2. Activities and programs supported with Local MCH funds must be evidence- based/informed. Exceptions must be submitted in writing and pre -approved by MDHHS. 3. Local MCH funding cannot be used under the WIC element, except in extreme circumstances where a waiver is requested in advance of the expenditures and evidence is provided that the expenditures satisfy all funding requirements. 4. Local MCH funds may not be used to supplant available/billable program income such as Medicaid or Healthy Michigan Plan fees or additional funding under the Medicaid Cost -Based Reimbursement process. 5. Local Health Departments should leverage all other funding sources, especially third -party payers (Medicaid, private insurers) before utilizing LMCH MCH block grant funds. LMCH funds are to be used for those services that cannot be paid for through other sources or for gap filling services. Third party fees should be listed in other funding sources. If no 3rd party fees are listed, an explanation must be noted. 6. The approved LMCH Plan allocation table and the budget application MCH source of funds must match. If an agency needs to move funds between projects, an amended LMCH Plan must be approved in advance of the budget amendment request period. Any specified expenditure in the LMCH Plan must be detailed in the budget (e.g. incentives). 7. The LMCH program follows the same principle on budget transfers and adjustments outlined in the comprehensive agreement. The comprehensive agreement allows for budget transfers and adjustments of $10,000 or 15%, whichever is greater. However, if the transfer or adjustment is greater than the $10,000 or 15%, OR there are any changes made to any of the children performance measures an amended LMCH Work Plan and budget will be required. 8. LMCH is unable to accept cost distributions from MDHHS-ELPHS due to the nature of the block grant and LMCH reporting requirements. LMCH will continue to accept other cost distributions as in the past (such as Family Planning, CSHCS Outreach and Advocacy, VQA, IAP, and Lead Prevention). 9. LMCH has adopted Title 2 Code of Federal Regulations 200 Cost principles. 10. LHDs are able to redirect LMCH funds to support COVID-19 activities. As long as the expenditure of LMCH funds is in accordance with state/local fiscal policies and regulations and does not deviate from serving children, as per your FY 2022 LMCH Plan, you do not need to seek prior approval/amendment to use LMCH funds as part of the COVID-19 response. PROJECT: - Local Public Health Tracking Network Beginning Date: 11/1/2021 End Date: 7/31/2022 Project Synopsis: The Michigan Environmental Public Health Tracking Program (MiTracking) received supplemental funding from the CDC for our final grant year (FY22). This funding covers a one-year project dedicated to data modernization, specifically regarding environmental health (EH) services data. This project will fund three local health departments (LHD) through comprehensive agreements to implement a pilot project around EH services data and the MiTracking data portal. MiTracking will work with the local health departments to identify data priorities and gaps, and pilot initiatives to improve data systems, collection, management, and dissemination. Reporting Requirements (if different than contract language) MiTracking staff will respond to each awarded LHD with strengths and weaknesses of their proposal with a request to work with MiTracking staff to develop a more detailed workplan that integrates that feedback. MiTracking will require each LHD to submit a final report outlining the following: Summary of the project process and timeline, the intended goals of the project, outputs from the project, successes in reaching those goals, and challenges or barriers to reaching goals. MiTracking will work with LHD to create a formal final report template. The final FSR will not be approved for payment without receipt of final report. For questions regarding the template please contact Jillian Maras (MarK§Amichigan.gov) Any additional requirements (if applicable) PROJECT TITLE: MATERNAL, INFANT, AND EARLY CHILDHOOD HOME VISITING INITIATIVE RURAL LOCAL HOME VISITING LEADERSHIP GROUP (MHVRLH) and MATERNAL, INFANT, AND EARLY CHILDHOOD HOME VISITING INITIATIVE RURAL LOCAL HOME VISITING GROUP 3 (MHVRLH3) Start. Gam: 10/1 /2021 End Date: 9/30/2022 Project Synopsis: The purpose of the Local Leadership Group (LLG) is to support the development of a local home visiting system that leads to improvement and coordination of home visiting programs at the community or regional level. Reporting Requirements (if different than agreement language): The LLG shall submit all required reports in accordance with the Department reporting requirements. a. Staffing Changes: Within 10 days of a staffing change, notify the ECIC contractor via e-mail and incorporate the change(s) into the budget and facesheet during the next amendment cycle as appropriate. The facesheet identifies the agency contacts and their assigned permissions related to the tasks they can perform in EGrAMS. The assigned Project Director in EGrAMS can make the facesheet changes once the agreement is available to be amended. b. LLG Work Plan: Due annually on June 30 for preapproval. See the Michigan Department of Health and Human Services' (MDHHS) Home Visiting Guidance Manual for requirements related to Work Plan development and reporting. c. Work Plan Reports: Must be submitted within 30 days of the end of each quarter (January 30, April 30, July 30, and October 30). d. See the MDHHS Home Visiting Guidance Manual for specific CQI reporting requirements which include monthly data tracking, PDSA cycle updates (due the 1511 of each month) and story board and team charter submissions. e. The Contract Manager or his/her designee shall evaluate the reports submitted as described for their completeness and adequacy. f. The Grantee shall permit the Department or its designee to visit, either in person or virtually, and make an evaluation of the project as determined by the Contract Manager. All reports and/or information (a-f), unless stated otherwise, shall be submitted electronically to the Home Visiting mailbox at MDHHS-HVinitiative(a)michigan.00v. Any additional requirements (if applicable): ComplV with MDHHS Home Visitinq Prooram Requirements: The Grantee shall operate the program with fidelity to the requirements of MDHHS as outlined in the MDHHS Home Visiting Guidance Manual. 2. The LLG will work with the MDHHS contractors: Early Childhood Investment Corporation (ECIC) and the Michigan Public Health Institute (MPHI). See the MDHHS Home Visiting Guidance Manual for details related to working with ECIC and MPH]. W 3. The LLG will continue the following efforts started in previous years: Ensure recruitment and participation of both required and strongly encouraged LLG representatives. b. Integrate parent leaders as active members of the LLG. Membership on the LLG CQI team must include a parent leader. This includes their attendance at local CQI meetings and the three LLG Grantee meetings. c. Implement one strategy from the respective community's local Home Visiting Continuum of Models Project Plan. d. Conduct a LLG Quality Improvement project. e. Implement the community's Sustainability Plan. See the MDHHS Home Visiting Guidance Manual for requirements related to LLG membership/participation, development of CQI strategies, as well as the implementation of Continuum and Sustainability Plans. Funding Requirements: The funding can be used to: a. Enable the LLG to pay for staff support. b. Financially support LLG parent leaders to attend the Michigan Home Visiting Conference. c. Financially support. LLG members, including parent leaders, to be part of the LLG and CQI efforts. d. Carry out MDHHS Home Visiting activities as specified in this agreement. Promotional Materials If the LLG wishes to produce any marketing, advertising or educational materials using grant agreement funds, they must follow the requirements as outlined in the MDHHS Home Visiting Guidance Manual. PROJECT TITLE: MATERNAL, INFANT AND EARLY CHILDHOOD HOME VISITING INITIATIVE LOCAL HOME VISITING LEADERSHIP GROUP (MIECHVLLG) Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: The purpose of the Local Leadership Group (LLG) is to support the development of a local home visiting system that leads to improvement and coordination of home visiting programs at the community or regional level. Reporting Requirements (if different than agreement language): The LLG shall submit all required reports in accordance with the Department reporting requirements. a. Staffing Changes: Within 10 days of a staffing change, notify the ECIC contractor via e-mail and incorporate the change(s) into the budget and facesheet during the next amendment cycle as appropriate. The facesheet identifies the agency contacts and their assigned permissions related to the tasks they can perform in E-GrAMS. The assigned Project Director in E-GrAMS can make the facesheet changes once the agreement is available to be amended. b. LLG Work Plan: Due annually on June 30 for preapproval. See the Michigan Department of Health and Human Services' (MDHHS) Home Visiting Guidance Manual for requirements related to Work Plan development and reporting. c. Work Plan Reports: Must be submitted within 30 days of the end of each quarter (January 30, April 30, July 30, and October 30). d. See the MDHHS Home Visiting Guidance Manual for specific CQI reporting requirements which include: monthly data tracking, PDSA cycle updates (due the 15th of each month) and story board and team charter submissions. e. The Contract Manager or his/her designee shall evaluate the reports submitted as described for their completeness and adequacy. f. The Grantee shall permit the Department or its designee to visit, either in person or virtually, and make an evaluation of the project as determined by the Contract Manager. All reports and/or information (a-f), unless stated otherwise, shall be submitted electronically to the Home Visiting mailbox at MDHHS-HVlnitiative anmichigan.gov. Any additional requirements (if applicable): Comply with MDHHS Home Visiting Program Requirements: The Grantee shall operate the program with fidelity to the requirements of MDHHS as outlined in the MDHHS Home Visiting Guidance Manual. 1. The LLG will work with the MDHHS contractors: Early Childhood Investment Corporation (ECIC) and the Michigan Public Health Institute (MPHI). See the MDHHS Home Visiting Guidance Manual for details related to working with ECIC and MPHI. 2. The LLG will continue the following efforts started in previous years: a. Ensure recruitment and participation of both required and strongly encouraged LLG representatives. b. Integrate parent leaders as active members of the LLG. Membership on the LLG CQI team must include a parent leader. This includes their attendance at local CQI meetings and the three LLG Grantee meetings. c. Implement one strategy from the respective community's local Home Visiting Continuum of Models Project Plan. d. Conduct a LLG Quality Improvement project. e. Implement the community's Sustainability Plan. See the MDHHS Home Visiting Guidance Manual for requirements related to LLG membership/participation, development of CQI strategies, as well as the implementation of Continuum and Sustainability Plans. Fundinq Requirements: The funding can be used to: a. Enable the LLG to pay for staff support. b. Financially support LLG parent leaders to attend the Michigan Home Visiting Conference. c. Financially support LLG members, including parent leaders, to be part of the LLG and CQI efforts. d. Carry out MDHHS Home Visiting Unit activities as specified in this agreement. Promotional Materials If the LLG wishes to produce any marketing, advertising or educational materials using grant agreement funds, they must follow the requirements as outlined in the MDHHS Home Visiting Guidance Manual. PROJECT: Medicaid Outreach Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis Medicaid Outreach activities are performed to inform Medicaid beneficiaries or potential beneficiaries about Medicaid, enroll individuals in Medicaid and improve access and utilization of Medicaid covered services. All outreach activities must be specific to Medicaid. Reference bulletin: MSA 18-41 Additional instructions can be found in Attachment I. Reporting Requirements (if different than contract language) • Submit quarterly reports no later than 1 month after the end of the quarter. The exception is the 4th quarter report which is due at the time as the final FSR. If the report due date falls on a weekend or holiday, the report the next business day. Reporting Period October 1 — December 31 January 1 — March 31 April 1 — June 30 July 1 — September 30 Due Date January 31 April 30 July 31 November 30 • Quarterly reports must be attached/uploaded on the Source of Funds/Federal Medicaid Outreach line on the FSR in EGrAMS. • Reimbursements occur based on actual expenditures reported on Financial Status Reports (FSR) using the reporting format and deadlines as required by the Department through EGrAMS. Any additional requirements (if applicable) • All claimable outreach activities must be in support of the Medicaid program. Activities that are part of a direct service are not claimable as Medicaid Outreach. Must maintain documentation in support of administrative claims which are sufficiently detailed to allow determination of whether the activities were necessary for the proper and efficient administration of the Medicaid State Plan. Must maintain a system to appropriately identify the activities and costs in accordance with federal requirements. Must provide quarterly summary reports of Medicaid outreach activities conducted during the quarter. The following reporting elements must be included in the quarterly report: 1. Name of Health Department 2. Name and contact information of the individual completing the report. 3. Time period the report covers (e.g., FY 20: 1s' quarter, or October - December) 4. Types of services provided during the quarter (Note: the types of services provided do not have to include every single activity the LHD conducted during the quarter. Rather, simply include examples of the types of services provided. The Grantee can include as much or as little detail as they chose.) 5. Number of clients served. 6. Amount of funds expended during the quarter and total expenditures. 7. Number of FTEs who provided these activities. Q Successes/Challenges This is not a reporting requirement but provides an opportunity for the LHD to share successes during the quarter (e.g., For the first time, someone from the school board attended the Infant Mortality Reduction Coalition meeting) or to describe any challenges encountered during the quarter (e.g., the health advocate quit, and the lactation consultant went on maternity leave, so we are down 2 staff) PROJECT: Michigan Adolescent Pregnancy and Parenting Program (€ l- APPP) Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis The goal of MI-APPP is to create an integrated system of care, including linkages to support services, for pregnant and parenting adolescents 15-19 years of age, the fathers, and their families. MI-APPP grantees implement the Adolescent Family Life Program - Positive Youth Development (AFLP-PYD; a California model), an evidence -informed case management curriculum designed to elicit strengths, address various risk behaviors, the impact of trauma, and provide a connection to health care and community services. In addition, MI-APPP grantees engage communities through locally driven steering committees, a comprehensive needs assessment, and creation of support services to ensure the program is responsive to the needs of pregnant and parenting teens. MI-APPP aims to: 1. Reduce repeat, unintended pregnancies, 2. Strengthen access to and completion of secondary education, 3. Improve parental and child health outcomes, and 4. Strengthen familial connections between adolescents and their support networks. Reporting Requirements (if different than contract language) Report Time Period Due Date Submit To October 1- December 31, 2021 January 15, 2022 Program January 1-March 31, 2022 April 15, 2022 Program Narrative April 1-June 30, 2022 July 15, 2022 ( Coordinator July 1-September 30, 2022 October 15, 2022 Evaluation/Data Monthly Submit the Th of REDcap Submission every month Any additional requirements (if applicable) • Information provided must be medically accurate, age -appropriate, culturally relevant, and up to date. Pregnancy prevention education must be delivered separate and apart from any religious education or promotion. MI-APPP funding cannot not be used to support inherently religious activities including, but not limited to, religious instruction, worship, prayer, or proselytizing (45 CFR Part 87). • Family planning drugs and/or devices cannot be prescribed, dispensed, or otherwise distributed on school property as part of the pregnancy prevention education funded by MI-APPP as mandated in the Michigan School Code. • Abortion services, counseling and/or referrals for abortion services cannot be provided as part of the pregnancy prevention education funded under MI-APPP. • Must adhere to the Minimum Program Requirements for MI-APPP. MI-APPP funding cannot be used to supplant funding for an existing program supported with another source of funds. PROJECT TITLE: MI HOME VISITING INITIATIVE RURAL EXPANSION GRANT (MHVIRE) Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: The Healthy Families America (HFA) program was designed by Prevent Child Abuse America and is built on the tenants of trauma -informed care. The program is designed to promote positive parent -child relationships and healthy attachment. It is a strengths - based and family -centered approach. Reporting Requirements (if different than agreement language): The Local Implementing Agency (LIA) shall submit all required reports in accordance with the Department reporting requirements. See the Michigan Department of Health and Human Services' (MDHHS) Home Visiting Guidance Manual for details about what must be included in each report. a. Staffing Changes: Within 10 days of a staffing change, notify the HFA model consultant via e-mail and incorporate the change(s) into the budget and facesheet during the next amendment cycle as appropriate. The facesheet identifies the agency contacts and their assigned permissions related to the tasks they can perform in EGrAMS. The assigned Project Director in EGrAMS can make the facesheet changes once the agreement is available to be amended. b. Family Stories: At a minimum, one home visiting experience as told from the perspective of a currently enrolled family, due within 30 days of the end of the fourth quarter (October 30). c. HFA Work Plan: Due annually on June 30 for preapproval. See the MDHHS Home Visiting Guidance Manual for requirements related to Work Plan development and reporting. Work Plan Reports: Must be submitted within 30 days of the end of each quarter (January 30, April 30, July 30 and October 30). All reports and/or information (a-d), unless stated otherwise, shall be submitted electronically to the MDHHS Home Visiting mailbox at MDHHS- HVlnitiativea,michigan.aov. e. Implementation Monitoring Date and HRSA data collection requirements due in REDCap and/or HVOL by the 51h business day of each month. f. Continuous Quality Improvement (QI) Reporting for the QI Learning Collaborative is due as follows: PDSA Planning Tools should be uploaded to Groupsite by the 15th of each month from the onset of the QI Learning Collaborative to the final month of activities. Data should be reported via REDCap in accordance with the QI Learning Collaborative's data collection schedule which will be provided. • QI story boards for PDSA cycles completed during each action period are due by the Grantee meeting following the action period and should be uploaded to Groupsite. g. Continuous Quality Improvement Reporting for LIA-specific PDSA cycles (i.e., team charters) is due in Groupsite as follows: • An initial team charter with the Plan stage complete needs to be shared prior to moving to the Do stage for feedback from MPH]. An updated team charter that includes feedback from the Plan stage and with Do, Study and Act completed needs to be shared for feedback from MPH]. • A final version of the team charter that includes all components and feedback needs to be shared. HV ColIN Reporting (for those LIAs participating) for QI efforts shall occur in accordance with the ColIN'S schedule. Participating LIAs are required to use the HV ColIN site to complete monthly submissions of PDSA cycles and required data (the frequency of data collection may vary). Reports (e-h) shall be submitted as described above. Additional guidance concerning data collection and Continuous Quality Improvement is provided in the MDHHS Home Visiting Guidance Manual. Any additional requirements (if applicable): Grantee Specific Requirements: The LIA shall serve families from outreach efforts based on the findings of their community's Needs Assessment approved by MDHHS. a. The Healthy Families Northern Michigan HFA Program (operated from the Health Department of Northwest Michigan in collaboration with District Health Department #2 and Central Michigan District Health Department) will serve the applicable number of families in communities experiencing disadvantage per section d. below. b. The District Health Department #10 HFA Program will serve the applicable number of families in communities experiencing disadvantage per section d. below. c. The Healthy Families Upper Peninsula (operated from the Luce-Mackinac- Alger-Schoolcraft Health Department in collaboration with the Western Upper Peninsula Health Department, Marquette County Health Department, Dickinson -Iron District Health, and Public Health Delta Menominee counties) HFA Program will serve the applicable number of families in communities experiencing disadvantage per section d. (below) d. In general, across all regions, the home visitor -to -family ratio should agree with the following: a. 16 families per 1.0 FTE serving one county. b. 15 families per 1.0 FTE serving two counties. c. 14 families per 1.0 FTE serving three or more counties. See the MDHHS Home Visiting Guidance Manual for requirements related to the development of a Work Plan and the timeframe for reaching full caseloads. Maintain Fidelitv to the Model The LIA shall adhere to the HFA Best Practice Standards. In addition, all Healthy Families America affiliates shall comply with the requirements of the Central Administration for the Multi -Site State System (also known as "The State Office") housed within the Michigan Public Health Institute. All HFA model -required training will be accessed through the Central Administration as available. Contact the HFA State Office for details. Complv with MDHHS Program Requirements, The LIA shall operate the program with fidelity to the requirements of MDHHS based on the agreement executed in EGrAMS and the conditions as outlined in the MDHHS Home Visiting Guidance Manual. The LIA will fulfill these requirements while strengthening efforts towards health and racial equity through staff education, programmatic data evaluation and client supportive services. P.A. 291 The lA`Oat] comply with the provisions of Public Act 291 of 2012. See the MDHHS Home Visiting Guidance Manual for requirements related to PA 291. Staffing The LIA's HFA home visiting staff will reflect the community served. The LIA will provide documentation to demonstrate due diligence if unable to fully meet this requirement within 90 days of a MDHHS site visit in which this was a finding. See the MDHHS Home Visiting Guidance Manual for requirements related to program staffing. Performance Measures: The LIA shall comply with MDHHS expectations of demonstrating improvement in the performance measures as described in the MDHHS Home Visiting Guidance Manual. Proqram Monitoring, Qualitv Assessment, Support and Technical Assistance (TA1: The LIA shall fully participate with the Department and the Michigan Public Health Institute (MPHI) with regards to program development and monitoring (including annual site visits either in -person or virtual), training, support, and technical assistance services. See the MDHHS Home Visiting Guidance Manual for requirements related to program monitoring, quality assessment, support, and TA. Professional Development and Training: All of the LTA's HFA program staff associated with this funding will participate in professional development and training activities as required by both HFA and the Department. All LIA HFA program staff must receive HFA-specific training from a Michigan -based approved HFA training entity. See the MDHHS Home Visiting Guidance Manual for requirements related to professional development and training activities. Supervision: The LIA shall adhere to the HFA supervision requirements of weekly 1.5 - 2 hours of individual supervision per 1.0 FTE and pro -rated as allowed by the Best Practice Standards. Written policies and procedures shall specify how reflective supervision is included in, or added to, that time to ensure provision for each home visitor at a minimum of one hour per month. Enciage and Coordinate with Communitv Members, Partners and Parents:. The LIA shall ensure that there is a broad -based community advisory committee that is providing oversight for HFA. 2. The LIA shall build upon and maintain diverse community collaboration and support with authentic engagement of parent representatives who have the lived experience and expertise. 3. The LIA small participate in the Local Leadership Group (LLG) (if not the HFA community advisory committee) or, if none, the Great Start Collaborative. 4. See the MDHHS Home Visiting Guidance Manual for requirements related to engagement with community partners. Data Collection: The LIA shall comply with all HFA and MDHHS data training, collection, entry and submission requirements. See the MDHHS Home Visiting Guidance Manual for requirements related to data collection. Continuous Qualitv Improvement (CQII: 1. The LIA shall participate in all HFA quality initiatives including research, evaluation and continuous quality improvement. 2. The LIA shall participate in all state and local Home Visiting CQI activities as required by MDHHS. Required activities include, but are not limited to: a. QI team participating in one Quality Improvement (QI) Learning Collaborative per fiscal year, with all required training, reporting requirements and deliverables. b. Conducting and completing two LIA-specific PDSA cycles per fiscal year. c. With prior approval from the MDHHS Model Consultant, a national, regional, or other quality improvement project can replace one or both of the above requirements. d. See the MDHHS Home Visiting Guidance Manual for requirements related to CQI. Work Plan Requirements: By June 30, 2021, the LIA must submit a Work Plan to the MDHHS Home Visiting mailbox (MDHHS-HVinitiative(a).michioan.gov) for preapproval. See the MDHHS Home Visiting Guidance Manual for requirements related to Work Plan development and reporting. Promotional Materials: If the LIA wishes to produce any marketing, advertising or educational materials using grant agreement funds, they must follow the requirements outlined in the MDHHS Home Visiting Guidance Manual. PROJECT TITLE: MATERNAL INFANT CHILDHOOD HOME VISITING PROGRAM (MIECHVP) HEALTHY FAMILIES AMERICA EXPANSION Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: The Healthy Families America (HFA) program was designed by Prevent Child Abuse America and is built on the tenants of trauma -informed care. The program is designed to promote positive parent -child relationships and healthy attachment. It is a strengths - based and family -centered approach. Reporting Requirements (if different than agreement language): The Local Implementing Agency (LIA) shall submit all required reports in accordance with the Department reporting requirements. See the Michigan Department of Health and Human Services' (MDHHS) Home Visiting Guidance Manual for details about what must be included in each report. Staffing Changes: Within 10 days of a staffing change, notify the HFA model consultant via e-mail and incorporate the change(s) into the budget and facesheet during the next amendment cycle as appropriate. The facesheet identifies the agency contacts and their assigned permissions related to the tasks they can perform in E-GrAMS. The assigned Project Director in E-GrAMS can make the facesheet changes once the agreement is available to be amended. b. Family Stories: At a minimum, one home visiting experience as told from the perspective of a currently enrolled family, due within 30 days of the end of the fourth quarter (October 30). c. HFA Work Plan: Due annually on June 30 for preapproval. See the MDHHS Home Visiting Guidance Manual for requirements related to Work Plan development and reporting. d. Work Plan Reports: Must be submitted within 30 days of the end of each quarter (January 30, April 30, July 30 and October 30). All reports and/or information (a-d), unless stated otherwise, shall be submitted electronically to the MDHHS Home Visiting mailbox at MDHHS- HVlnitiative6bmichlaan.gcv. a. Implementation Monitoring Data and HRSA data collection reWft- gnents due in REDCap and/or HVOL by the 5th business day of each month. b. Continuous Quality Improvement (QI) Reporting for the QI Learning Collaborative is due as follows: • PDSA Planning Tools should be uploaded to Groupsite by the 15th of each month from the onset of the QI Learning Collaborative to the final month of activities. • Data should be reported via REDCap in accordance with the QI Learning Collaborative's data collection schedule which will be provided. • QI story boards for PDSA cycles completed during each action period are due by the Grantee meeting following the action period and should be uploaded to Groupsite. c. Continuous Quality Improvement Reporting for LIA-specific PDSA cycles (i.e., team charters) is due in Groupsite as follows: • An initial team charter with the Plan stage complete needs to be shared prior to moving to the Do stage for feedback from MPH I. • An updated team charter that includes feedback from the Plan stage and with Do, Study and Act completed needs to be shared for feedback from MPHI. • A final version of the team charter that includes all components and feedback needs to be shared. d. HV CoIIN Reporting (for those LIAs participating) for QI efforts shall occur in accordance with the CoIIN's schedule. Participating LIAs are required to use the HV ColIN site to complete monthly submissions of PDSA cycles and required data (the frequency of data collection may vary). Reports (e-h) shall be submitted as described above. Additional guidance concerning data collection and Continuous Quality Improvement is provided in the MDHHS Home Visiting Guidance Manual. Any additional requirements (if applicable): Grantee Specific Requirements: The LIA shall serve families from outreach efforts based on the findings of their community's Needs Assessment approved by MDHHS. a. The Kalamazoo County Health and Community Services Dept. HFA program will serve 48 families with children who are at high risk in the areas of Comstock Township, City of Kalamazoo -Arcadia, Vine, Eastside neighborhoods, Richland Township, City of Portage, Texas Township, Oshtemo and Galesburg. b. The Wayne County Babies HFA program will serve 32 families who are young parents, through age 24, living in the cities of Hamtramck, Highland Park, Redford, Inkster, Taylor, Romulus, Van Buren Township and Westland. See the MDHHS Home Visiting Guidance Manual for requirements related to the development of a Work Plan and the timeframe for reaching full caseloads. Maintain Fidelity to the Model The ILIA shall adhere to the HFA Best Practice Standards. In addition, all Healthy Families America affiliates shall comply with the requirements of the Central Administration for the Multi -Site State System (also known as "The State Office") housed within the Michigan Public Health Institute. All HFA model -required training will be accessed through the Central Administration as available. Contact the HFA State Office for details. Comply with MDHHS Program Requirements The ILIA shall operate the program with fidelity to the requirements of MDHHS based on the agreement executed in EGrAMS and the conditions as outlined in the MDHHS Home Visiting Guidance Manual. The ILIA will fulfill these requirements while strengthening efforts towards health and racial equity through staff education, programmatic data evaluation and client supportive services. P.A. 291 The ILIA shall comply with the provisions of Public Act 291 of 2012. See the MDHHS Home Visiting Guidance Manual for requirements related to PA 291. Staffing The LTA's HFA home visiting staff will reflect the community served. The ILIA will provide documentation to demonstrate due diligence if unable to fully meet this requirement within 90 days of a MDHHS site visit in which this was a finding. See the MDHHS Home.. Visiting Guidance Manual for requirements related to program staffing. Performance Measures: The LIA shall comply with MDHHS expectations of demonstrating improvement in the performance measures as described in the MDHHS Home Visiting Guidance Manual. Program Monitoring, Qualitv Assessment, Support and Technical Assistance (TA): The ILIA shall fully participate with the Department and the Michigan Public Health Institute (MPHI) with regards to program development and monitoring (including annual site visits either in -person or virtual), training, support and technical assistance services. See the MDHHS Home Visiting Guidance Manual for requirements related to program monitoring, quality assessment, support and TA. Professional Development and Training: All of the LTA's HFA program staff associated with this funding will participate in professional development and training activities as required by both HFA and the Department. All LIA HFA program staff must receive HFA-specific training from a Micnigan-based approvea hrH training entity. bee the iviu"Nb Home visiting Uuidance Manual for requirements related to professional development and training activities. Supervision: The LIA shall adhere to the HFA supervision requirements of weekly 1.5 - 2 hours of individual supervision per 1.0 FTE and pro -rated as allowed by the Best Practice Standards. Written policies and procedures shall specify how reflective supervision is included in, or added to, that time to ensure provision for each home visitor at a minimum of one hour per month. Enqaqe and Coordinate with Communitv Members, Partners and Parents: The LIA shall ensure that there is a broad -based community advisory committee that is providing oversight for HFA. 2. The LIA shall build upon and maintain diverse community collaboration and support with authentic engagement of parent representatives who have the lived experience and expertise. The LIA shall participate in the Local Leadership Group (LLG) (if not the HFA community advisory committee) or, if none, the Great Start Collaborative. 4. See the MDHHS Home Visiting Guidance Manual for requirements related to engagement with community partners. Data Collection: The LIA shall comply with all HFA and MDHHS data training, collection, entry and submission requirements. See the MDHHS Home Visiting Guidance Manual for requirements related to data collection. Continuous Qualitv Improvement (CQII: 1. The LIA shall participate in all HFA quality initiatives including research, evaluation and continuous quality improvement. 2. The LIA shall participate in all state and local Home Visiting CQI activities as required by MDHHS. Required activities include, but are not limited to: a. QI team participating in one Quality Improvement (Ql) Learning Collaborative per fiscal year, with all required training, reporting requirements and deliverables. b. Conducting and completing two LIA-specific PDSA cycles per fiscal year. c. With prior approval from the MDHHS Model Consultant, a national, regional, or other quality improvement project can replace one or both of the above requirements. See the MDHHS Home Visiting Guidance Manual for requirements related to CQI. Work Plan Requirements: By June 30, 2021, the LIA must submit a Work Plan to the MDHHS Home Visiting mailbox (MDHHS-HVinitiative anmichigan.aov) for preapproval. See the MDHHS Home Visiting Guidance Manual for requirements related to Work Plan development and reporting. Promotional Materials: If the LIA wishes to produce any marketing, advertising or educational materials using grant agreement funds, they must follow the requirements outlined in the MDHHS Home Visiting Guidance Manual PROJECT TITLE: NURSE -FAMILY PARNERSHIP (NFP) SERVICES Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: The Nurse -Family Partnership (NFP) program offers families one-on-one home visits with a registered nurse. The model is grounded in human attachment, human ecology, and self -efficacy theories. Home visitors use model -specific resources to build on a parent's own interests to attain the model goals. Reporting Requirements (if different than agreement language): The Local Implementing Agency (LIA) shall submit all required reports in accordance with the Department reporting requirements. See the Michigan Department of Health and Human Services' (MDHHS) Home Visiting Guidance Manual for details about what must be included in each report. Staffing Changes: Within 10 days of a staffing change, notify the NFP model consultant via e-mail and incorporate the change(s) into the budget and facesheet during the next amendment cycle as appropriate. The facesheet identifies the agency contacts and their assigned permissions related to the tasks they can perform in E-GrAMS. The assigned Project Director in E-GrAMS can make the facesheet changes once the agreement is available to be amended. b. Family Stories: At a minimum, one home visiting experience as told from the perspective of a currently enrolled family, due within 30 days of the end of the fourth quarter (October 30). c. Medicaid Outreach Report (Berrien, Calhoun, Kalamazoo and Kent counties only): Due within 30 days of the end of each quarter. d. NFP Work Plan: Due annually on June 30 for preapproval. Seethe MDHHS Home Visiting Guidance Manual for requirements related to Work Plan development and reporting. e. Work Plan Reports: Must be submitted within 30 days of the end of each quarter (January 30, April 30, July 30 and October 30). All reports and/or information (a-e), unless stated otherwise, shall be submitted electronically to the MDHHS Home Visiting mailbox at MDHHS-HVlnitiativeCaD..michioan.ciov . f. Implementation Monitoring Data and HRSA data collection requirements due in REDCap and Flo on the 5`h business day of each month. Continuous Quality Improvement (QI) Reporting for the QI Learning Collaborative is due as follows: • PDSA Planning Tools should be uploaded to Groupsite by the 15th of each month from the onset of the QI Learning Collaborative to the final month of activities. • Data should be reported via REDCap in accordance with the QI Learning Collaborative's data collection schedule which will be provided. • QI story boards for PDSA cycles completed during each action period are due by the Grantee meeting following the action period and should be uploaded to Groupsite. h. Continuous Quality Improvement Reporting for LIA-specific PDSA cycles (i.e., team charters) is due in Groupsite as follows: • An initial team charter with the Plan stage complete needs to be shared prior to moving to the Do stage for feedback from MPHI. • An updated team charter that includes feedback from the Plan stage and with Do, Study and Act completed needs to be shared for feedback from MPHI. • A final version of the team charter that includes all components and feedback needs to be shared. i. HV CoIIN Reporting (for those LIAs participating) for QI efforts shall occur in accordance with the ColIN's schedule. Participating LIAs are required to use the HV ColIN site to complete monthly submissions of PDSA cycles and required data (the frequency of data collection may vary). Reports (f-i) shall be submitted as described above. Additional guidance concerning data collection and Continuous Quality Improvement is provided in the MDHHS Home Visiting Guidance Manual. Any additional requirements (if applicable): Maintain Fidelitv to the Model: The LIA shall adhere to the Nurse Family Partnership National Service Office (NSO) program standards and operate the program with fidelity to the NSO Application Review Team's approved Implementation Plan. Comply with MDHHS Proqram Requirements: The LIA shall operate the program with fidelity to the requirements of MDHHS based on the agreement executed in E-GrAMS and the conditions as outlined in the MDHHS Home Visiting Guidance Manual. The LIA will fulfill these requirements while strengthening efforts towards health and racial equity through staff education, programmatic data evaluation and client supportive services. Data -Informed Outreach: Michigan is using NFP as a specialized home visiting service strategy for first-time mothers who are low-income. This specialized service strategy is a focused way of using limited resources, directing them to populations who live in communities placing them at higher risk. The LIA will conduct outreach activities to the population group identified in their Kitagawa analysis AND their MIECHV Needs Assessment in order to enroll families from those outreach efforts. The MDHHS expects LIAs to maintain a caseload capacity of 25 families per 1.0 FTE. See the MDHHS Home Visiting Guidance Manual for requirements related to the development of a Work Plan and timeframe for reaching full caseloads. P.A.291: The LIA shall comply with the provisions of Public Act 291 of 2012. See the MDHHS Home Visiting Guidance Manual for requirements related to PA 291. Staffing: The LIA's NFP home visiting staff will reflect the community served. The LIA will provide documentation to demonstrate due diligence if unable to fully meet this requirement within 90 days of a MDHHS site visit in which this was a finding. See the MDHHS Home Visiting Guidance Manual for requirements related to program staffing. Performance Measures: The LIA shall comply with MDHHS expectations of demonstrating improvement in the performance measures described in the MDHHS Home Visiting Guidance Manual. Proqram Monitorinq. Qualitv Assessment, Support and Technical Assistance (TAI: The LIA shall fully participate with the NFP NSO, the Department and the Michigan Public Health Institute (MPHI) with regards to program development and monitoring (including annual site visits either in -person or virtual), training, support and technical assistance services. See the MDHHS Home Visiting Guidance Manual for requirements related to program monitoring, quality assessment, support and TA. Professional Development and Training: All of the LTA's NFP staff associated with this funding will participate in professional development and training activities as required by the NFP, NSO and the Department. See the MDHHS Home Visiting Guidance Manual for requirements related to professional development and training activities. Supervision: The LIA shall adhere to the NFP supervision requirements. Enaaae and Coordinate with Communitv Members. Partners and Parents:, The LIA shall ensure that there is a broad -based community advisory committee that is providing oversight for NFP. The LIA shall build upon and maintain diverse community collaboration and support with authentic engagement of parent representatives who have the lived experience and expertise. The LIA shall participate in the Local Leadership Group (LLG) (if not the NFP community advisory committee) or, if none, the Great Start Collaborative. See the MDHHS Home Visiting Guidance Manual for requirements related to engagement with community partners. Data Collection: The LIA shall comply with all NFP and MDHHS data training, collection, entry and submission requirements. See the MDHHS Home Visiting Guidance Manual for requirements related to data collection. Continuous Qualitv Improvement (CQII: The LIA shall participate in all NFP quality initiatives including research, evaluation, and continuous quality improvement. The LIA shall participate in all state and local Home Visiting CQI activities as required by MDHHS. Required activities include, but are not limited to: a. QI team participating in one Quality Improvement (QI) Learning Collaborative per fiscal year, with all required training, reporting requirements and deliverables. b. Conduct and complete two LIA-specific PDSA cycles per fiscal year. c. With prior approval from the MDHHS Model Consultant, a national, regional, or other quality improvement project can replace one or both of the above requirements. See the MDHHS Home Visiting Guidance Manual for requirements related to CQI. Work Plan Requirements: By June 30, 2021, the LIA must submit a Work Plan to the MDHHS Home Visiting mailbox (MDHHS-HVlnitiative(d).michigan.gov) for preapproval. See the MDHHS Home Visiting Guidance Manual for requirements related to Work Plan development and reporting. Promotional Materials: If the LIA wishes to produce any marketing, advertising or educational materials using grant agreement funds, they must follow the requirements outlined in the MDHHS Home Visiting Guidance Manual. PROJECT: Public Health Emergency Preparedness (PHEP) 9 Month Project Beginning Date: 10/1/2021 End Date: 6/30/2022 3 Month Project Beginning Date: 7/1//2022 End Date: 9/30/2022 Project Synopsis As a Grantee of funding provided through the Centers for Disease Control and Prevention (CDC) National Bioterrorism Hospital Preparedness Program (HPP) and Public Health Emergency Preparedness (PHEP) Cooperative Agreement, each Grantee shall conduct activities to build preparedness and response capacity and capability. These activities shall be conducted in accordance with the HPP/PHEP Cooperative Agreement guidance for 2021-2022 plus any and all related guidance from the CDC and the Department that is issued for the purpose of clarifying or interpreting overall program requirements. Reporting Requirements (if different than contract language) 1. Recipients are required to submit a 9-month (October 1 to June 30) budget and a 3-month (July 1 to Sept 30) for both Base PHEP and CRI funding, including the 10% MATCH for those periods (see below for detail regarding Match). Submitted to by May 1, 2021. 2. Recipients provide the required 10% MATCH for July 1 through September 30 and October 1 through June 30. Recipients are required to submit a letter (on agency letterhead) stating the source, calculation, and narrative description of how the match was achieved, unless said match is met using local dollars. This was due with the narrative budget submission to the Division of Emergency Preparedness and Response-DEPR. 3. ALL activities funded through the PHEP cooperative agreement must be completed between July 1, and June 30, and all BP 3-2021 funding must be obligated by June 30, 2022 and activity completed by the August 15, 2022 FSR submission deadline. 4. The final Financial Status for funding period ending June 30 reports MUST be submitted in the MI E-Grants system for this funding source no later than August 15, 2022. 5. Recipients must submit required PHEP program data and reports by the stated deadlines. This includes, but is not limited to, progress reports, performance measure data reports, National Incident Management System (NIMS) compliance reports, CDC Required Pandemic Influenza Plan December 2021,updated emergency plans, budget narratives, Financial Status Reports (FSR), etc. Failure to do so will constitute a benchmark failure. All deliverables must be submitted by the designated due date in the Grantee BP3 work plan. 6. Recipients must maintain National Incident Management System (NIMS) compliance as detailed in the LHD work plan and submit annually to the Department — DEPR per the LHD BP3 work plan. 7. Each subrecipient Grantee must retain program -related documentation for activities and expenditures consistent with Title 2 CFR Part 200; Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, to the standards that will pass the scrutiny of audit. Any additional requirements (if applicable) All Grantee activities shall be consistent with all approved Budget Period 3 work plan(s) and budget(s) on file with the Department through the MI E-Grants system. In addition to these broad requirements, the Grantee will comply with the following: • One (1) full time equivalent (FTE) emergency preparedness coordinator (EPC), as a point of contact. In addition to the Grantee health officer, the EPC shall participate in collaborative capacity building activities of the PHEP Cooperative Agreement, all required reporting and exercise requirements and in regional Healthcare Coalition (HCC) initiatives. Anv changes to this staffino model must be approved by the Public Health Emeqnencv Preparedness Proqram Manager at the Division of Emerqencv Preparedness and Response (517-335-8150). • Under the PHEP cooperative agreements, Grantee's must continue to partner with the Regional Healthcare Coalition (HCC)and support HCC initiatives to ensure that healthcAt'e organizations receive resources to meet medical surge demands. Working well together during a crisis is facilitated by meeting on a regular basis. To this end, EPCs, supported by CDC PHEP are required to participate in and support regional HCC initiatives. In addition, the EPC or designee is required to attend regional HCC planning or advisory board meetings. The intent is for LHD's that cross regional boundaries to align with one regional coalition. • There are a number of special initiatives, projects, and/or supplemental funding opportunities that are facilitated under this cooperative agreement. For example, the Cities Readiness initiative (CRI) performance and evaluation initiatives. Each Grantee that is designated to participate in any of these types of supplemental opportunities is required to comply with all CDC and the Department — Division of Emergency Preparedness and Response (DEPR) guidance, and all accompanying work plan and budgeting requirements implemented for the purpose of subrecipient monitoring and accountability. Some or all supplemental opportunities may require separate recordkeeping of expenditures. If so, this separate accounting will be identified in separate project budgets in the MI E- Grants system. These supplemental opportunities may also require additional reporting and exercise activities. • All budget amendments must be submitted to the Division of Emergency Preparedness and Response (DEPR) for review prior to submitting them in the MI E-Grants system. Budget amendments that contain line items deviating more than 15% or $10,000 (whichever is greater) from the original budgeted line item must be approved by DEPR prior to implementation via email to '_-"..' i� .,. • Supplantation is the replacement of non-federal funds with federal funds to support the same activities. The Public Health Service Act, Title I, Section 319(c) specifically states, "SUPPLEMENT NOT SUPPLANT. — Funds appropriated under this section shall be used to supplement - not supplant - other federal, state, and local public funds provided for activities under this section." This law strictly and expressly prohibits using cooperative agreement funds to supplant any current state or local expenditures. • In response to repeated communications from CDC strongly urging states to ensure all funds are spent each year a threshold has been established to limit the amount of unspent funds. A maximum of 2% of the Grantee allocation or $3,000 -ifiichever is greater) of unspent funds is allowable each budget period. Failure to meet this requirement, or misuse of funds, will affect the amount that is allocated in subsequent budget periods. Unallowable Costs • Recipients may not use funds for research. • Recipients may not use funds for clinic care except as allowed by law. • Recipients may use funds only for reasonable program purposes including personnel, travel, supplies and services. • Generally, recipients may not use funds to purchase furniture or equipment. Any such proposed spending must be clearly identified in the budget. • Reimbursement of pre -award costs generally is not allowed unless the CDC provides written approval to the recipient. • Other than for normal and recognized executive -legislative relationships, no funds may be used for: a. Publicity or propaganda purposes, for the preparation, distribution, or use of any material designed to support or defeat the enactment of legislation before any legislative body. b. The salary or expenses of any grant or contract recipient, or agent acting for such recipient related to any activity designed to influence the enactment of legislation, appropriations regulation, administrative action, or Executive order proposed or pending before any legislative body. • Lobbying is prohibited. • The direct and primary recipient in a cooperative agreement must perform a substantial role in carrying out project outcomes and not merely serve as a conduit for an award to another party or provider who is ineligible. • Recipients may not use funds to purchase vehicles to be used as means of transportation for carrying people or goods, e.g., passenger cars or trucks, electrical or gas -driven motorized carts. • Payment or reimbursement of backfilling costs for staff is not allowed. • No clothing may be purchased with these funds. • Items considered as give away such as first aid kits, flashlights, shirts etc., are not allowable. • None of the funds awarded to these programs may be used to pay the salary of an individual at a rate in excess of Executive Level 11 or $181,500 per year. • Recipients may not use funds for research. Recipients may not use funds for clinical care. • Recipients may only expend funds for reasonable program purposes, including personnel, travel, supplies, and services, such as contractual. • Recipients may not generally use HHS/CDC/ATSDR funding for the purchase of furniture or equipment. Any such proposed spending must be identified in the budget. • The direct and primary recipient in a cooperative agreement program must perform a substantial role in carrying out project objectives and not merely serve as a conduit for an award to another party or provider who is ineligible. • Other than for normal and recognized executive -legislative relationships, no funds may be used for: publicity or propaganda purposes, the preparation, distribution, or use of any material designed to support or defeat the enactment of legislation before any legislative body the salary or expenses of any grant or contract recipient, or agent acting for such recipient, related to any activity designed to influence the enactment of legislation, appropriations, regulation, administrative action, or Executive order proposed or pending before any legislative body. • Recipients may not use funds for construction or major renovations. • Recipients may supplement but not supplant existing state or federal funds for activities described in the budget. • Recipients may use funds only for reasonable program purposes, including travel, supplies, and services. • PHEP funds may not be used to purchase clothing such as jeans, cargo pants, polo shirts, jumpsuits, sweatshirts, or T-shirts. Purchase of items that can be reissued, such as vests, may be allowable. • PHEP funds may not be used to purchase or support (feed) animals for labs, including mice. Any requests for such must receive prior approval of protocols from the Animal Control Office within CDC and subsequent approval from the CDC OGS as to the allowable of costs. • Recipients may not use funds to purchase a house or other living quarter for those under quarantine. • PHEP recipients may (with prior approval) use funds for overtime for individuals directly associated (listed in personnel costs) with the award. • PHEP recipients cannot use funds to purchase vehicles to be used as means of transportation for carrying people or goods, such as passenger cars or trucks and electrical or gas -driven motorized carts. • PHEP recipients can (with prior approval) use funds to lease vehicles to be used as means of transportation for carrying people or goods, e.g., passenger cars or trucks and electrical or gas -driven motorized carts. • PHEP recipients can (with prior approval) use funds to purchase material -handling equipment (MHE) such as industrial or warehouse -use trucks to be used to move materials, such as forklifts, lift trucks, turret trucks, etc. Vehicles must be of a type not licensed to travel on public roads. PHEP recipients can use funds to purchase caches of medical or non -medical Counter measures for use by public health first responders and their families to ensure the health and safety of the public health workforce. PHEP recipients can use funds to support appropriate accreditation activities that meet the Public Health Accreditation Board's preparedness -related standards.10. Audit Requirement A grantee may use its Single Audit to comply with 42 USC 247d — 3a(j)(2) if at least once every two years the awardee obtains an audit in accordance with the Single Audit Act (31 USC 7501 — 7507) and Title 2 CFR, Part 200 Subpart F; submits that audit to and has the audit accepted by the Federal Audit Clearinghouse; and ensures that applicable PHEP CFDA number 93.069 are listed on the Schedule of Expenditures of Federal Awards (SEFA) contained in that audit. Administrative preparedness During BP3, Recipients must continue to strengthen and test their administrative preparedness plan, to include written policies, procedures, and/or protocols that address the following: 1. Expedited procedures for receiving emergency funds during a real incident or exercise. 2. Expedited processes for reducing the cycle time for contracting and/ or procurement during a real emergency or exercise. 3. Internal controls related to subrecipient monitoring and any negative audit findings resulting from suboptimal internal controls; 4. Emergency authorities and mechanisms to reduce the cycle time for hiring and/ or reassignment of staff (workforce surge). "All administrative preparedness planning activities should be considered in coordination with healthcare systems, law enforcement, and other relevant stakeholders as appropriate. Pandemic and All Hazards Preparedness and Advancing Innovation Act of 2018 Requires the withholding of amounts from entities that fail to achieve PHEP benchmarks. The following PHEP benchmarks have been identified by CDC and MDHHS-DEPR for the Fiscal Year: Demonstrated adherence to all PHEP application and reporting deadlines. Grantees must submit required PHEP program data and reports by the stated deadlines. This includes, but is not limited to, progress reports, performance measure data reports, National Incident Management System (NIMS) compliance reports, updated emergency plans, budget narratives, Financial Status Reports (FSR), etc. Failure to do so will constitute a benchmark failure. All deliverables must be submitted by the designated due date in the LHD BP 3-2021 work plan. Demonstrated capability to receive, stage, store, distribute, and dispense medical countermeasures (MCM) I during a public health emergency, per the BP 3-2021 LHD Work Plan. Further guidance related to pandemic preparedness will be included in the LHD workplan. Pandemic Influenza Preparedness plans Further guidance will be included in the Grantee PHEP Work Plan. Benchmark Failure Awardees are expected to "substantially meet' the PAHPIA benchmarks. Per the Cooperative Agreement, failure to do so constitutes a benchmark failure, which carries an allowable penalty withholding of funds. Failure to meet any one of the two benchmarks and/or the spending threshold is considered a single benchmark failure. Any awardee (or sub-awardee) that does not meet a benchmark, and/or the spending threshold will have an opportunity to correct the deficiency during a probationary period. If the deficiency is not corrected during this period, the awardee is subject to a 10% withholding of funds the following budget period. Failure to meet the pandemic influenza plan requirement constitutes a separate benchmark failure and is also subject to a 10% withholding. The total potential withholding allowable is 20% the first year. If the deficiency is not corrected, the allowable penalty withholding increases to 30% in year two and 40% in year three. Regional Epidemiology Support: For those recipients receiving additional funds to provide workspace for Regional Epidemiologists, the grantee must provide adequate office space, telephone connections, and high-speed Internet access. The position must also have access to fax and photocopiers. PROJECT TITLE: Regionat Perinatal Care System Start Date: 10/01/2021 End Date: 09/30/2022 Project Synopsis: The aim of the Regional Perinatal Quality Collaboratives (RQPCs) is to develop data - driven innovative strategies and efforts that are tailored to the strengths and challenges of each region to improve maternal, infant, and family outcomes; especially looking at preterm birth, very low birth weight infants, low birth weight infants, and maternal health. Furthermore, RPQCs ensure statewide alignment with the strategies and goals outlined in the Michigan Mother Infant Health and Equity Improvement Plan (MIHEIP) and are tasked with addressing disparities in birth outcomes and health inequities. Each RPQC engages cross -sector, diverse stakeholders and implements evidence -based, or promising practice, interventions utilizing quality improvement methodology. Reporting Requirements (if different than agreement language): The Grantee shall submit the following reports on a quarterly basis: • Report on Aim statement, measures and corresponding outcomes, as identified by the grantee and MDHHS, through submission of quarterly progress reports. • RPQCs will submit quarterly narrative reports summarizing member agency efforts, new partnerships, community achievements, member participation in and status of other MDHHS initiatives, as well as the composition and number of attendees at each Collaborative meeting. This report will be submitted with the quarterly progress report to the Contract Manager, Emily Goerge, via email at: GoergeE(a-),michigan.aov. A template for the narrative report will be provided. • RPQCs will be required to report on the number of participants with 'active membership' in their quarterly progress reports. See definitions below for what qualifies as 'active membership'. Any such other information as specified above shall be developed and submitted by the Grantee as required by the Contract Manager. Any additional requirements (if applicable): • In alignment with the Regional Perinatal Quality Collaborative's (RPQC) role of authentically engaging families and convening diverse stakeholders, the Collaborative must be comprised of a multi -stakeholder and diverse membership; ensuring to recruit families, faith -based organizations, clinicians, Medicaid Health Plans, community -based organizations, business partners, and etcetera. • MDHHS stresses the importance of garnering the input and feedback of families most impacted by adverse birth outcomes. Therefore, continuing in fiscal year 2022, there must be family representation in the RPQC's membership. • Family engagement is essential to the success of the RPQCs and can be fostered via various avenues, for example: family groups through Great Start Collaborative and Children Special Health Care Services, community centers, local churches, focus groups, parent panel and etcetera. • RPQCs are expected to convene periodic (with frequency of at least quarterly) collaborative meetings, inclusive of diverse regional partners, to garner feedback and discussion, including but not limited to, regional maternal and infant vitality concerns, review of data, analysis of gaps in care and birth outcomes, quality improvement efforts, alignment with the Mother Infant Health and Equity Improvement Plan and etcetera *The collaborative meetings are to be in addition to any leadership or steering team meetings that the RPQC may choose to convene as oversight for the RPQC. Definitions Active membership is defined as attending a minimum of two (2) Collaborative meetings, participating in RPQC quality improvement efforts, reporting out on their respective agency's efforts related to maternal and infant mortality, and etcetera. Family active membership is defined as a family presence at a minimum of two (2) Collaborative meetings and/or garnering family input at least twice per fiscal year. • Family and community presence should comprise 10% of the RPQC's active membership. Membership includes: • Families • Clinicians • Community -based organizations • Local public health • Medicaid health plans • Faith -based organizations • Business partners • Others To ensure regional stakeholders are aligned with the Mother Infant Health and Equity Improvement Plan (MIHEIP), RPQCs will need to infuse maternal and infant Statewide initiatives into their Collaborative (example: MMMS, FIMR, MI AIM, CDR, etc.) • Each Collaborative will dedicate time during meetings for members to share updates, as well as time for reporting out on participation in other Statewide initiatives. • Continuing in fiscal year 2022, RPQCs will specifically be required to: 1. Invite MI -AIM leads to share region -specific MI -AIM efforts at two (2) fiscal year 2022 collaborative meetings. A list of MI -AIM leads in the region can be obtained from your assigned State consultant. 2. Know the MI -AIM designation status of the birthing hospitals in their respective region. • The names and titles of the RPQC leadership, and the Quality Improvement project team leads, for fiscal year 2022, must be identified on the work plans submitted to the Contract Manager via email, GoergeE a,michigan.aov • Selected quality improvement objective(s), and corresponding evidence -based or promising practices intervention(s), must align with the MIHEIP. All quality improvement efforts must: • Be inclusive of addressing health inequities, the social determinants of health and actively address disparate outcomes. • Utilize quality improvement methodology. • Be data driven. • Utilize evidence -based and/or promising practices interventions that address improving outcomes for mothers, infants and families. • As the RPQCs are a conduit to the community, the region must provide representation at MIHEIP-related MDHHS meetings, such as the Mother Infant Health and Equity Collaborative (MIHEC) meeting and the State Perinatal Quality Collaborative meetings (i.e., RPQC Leadership meetings). 1. Attendance isrequi,Md unless prior approval received from State consultant. 2. For MIHEC meetings, each RPQC should have two attendees present, with at least one representing the leadership team. 3. For the quarterly State Perinatal Quality Collaborative meetings, at least two members of the RPQC leadership team are required to attend. 4. Each region will be required to report on their efforts, challenges, successes and etcetera at one of the quarterly MIHEC meetings. 5. Regional collaborative leadership is expected to work collectively with assigned State consultant and other members of the MIHEIP team. Budget Allowances To ensure most of the awarded funding is funneled into the community for quality improvement efforts: Budgets line items for external consultants must be capped at 25% for contractors/consultants who have been hired as subject matter experts. ® Budgets must be capped at 75% for contractors hired to carry out the quality improvement tasks of the collaborative. PROJECT TITLE: SEAL! MI Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: SEAL! MI is the School Based Dental Sealant Program, providing oral health prevention to students in Michigan schools. Reporting Requirements (if different than agreement language): A. The Contractor shall submit the following reports on the following dates: Quarterly Report Dental Sealant Tracking Form's at the end of each quarter to the Michigan Department of Health and Human Services Oral Health Program. Submit completed copies of the SEAL! MI MDHHS Student Data and Event Data forms within two weeks of the end of the fiscal year and upon request. B. Any other information as specified in the Statement of Work/ Work Plans as reflected in EGrAMS. C. Reports and information shall be submitted to the Contract Manager: Jill Moore RDH, BSDH, MHA, EdD School Oral Health Consultant Division of Child and Family Programs P.O. Box 30195 Lansing, MI 48909 517-241-1502 MooreJl4(@michiaan.aov D. The Contract Manager shall evaluate the reports submitted as described in Attachment C for their completeness and adequacy. E. The Contractor shall permit the Department or its designee to visit and to make an evaluation of the project as determined by Contract Manger. Any additional requirements (if applicable): All program staff (paid and unpaid) must attend the annual SEAL! MI Training via webinar. • At least one person from program must attend the SEAL! MI Annual Workshop, in person (or virtually if the training is planned in the virtual format), for the length of the entire training. • All monies collected from insurance billing from dental sealants must be allocated back into the SEAL! MI program (equipment, staff, supplies, travel, incentives etc.). • There must be one EXTRA complete treatment set up available for program use in the event of equipment failure (including: portable dental unit, curing light, Isolite other isolation system, patient chair, operator light and operator chair). • Patient privacy screens must be available for use. PROJECT TITLE: Sexually Transmitted Infection (STI) Control Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: Sexually Transmitted Infections (STIs) result in excessive morbidity, mortality, and health care cost. Women, especially those of child-bearing age, and adolescents are particularly at risk for negative health outcomes. Local health STI programs ensure prompt reporting of cases, provide screening and treatment services for Michigan's citizens, and respond to critical morbidity increases in their jurisdiction. Reporting Requirements (if different than agreement language): Report Period Due Date(s) How to Submit Report STI 340E Tracking Quarterly 10 days after the Report end of the quarter Any additional requirements (if applicable): Grant Program Operation Email to cemoson(@scriotouiderx.com; cc: lowervd(d).michioan.00v For medical providers that identify 5% or more of the County's gonorrhea, chlamydia, and/or syphilis morbidity, the local STI program will contact them at least annually to review provider screening, reporting, treatment, and partner management methods. 2. Participate in technical assistance/capacity development, quality assurance, and program evaluation activities as directed by Division of HIV and STI Programs/Sexually Transmitted Infections (DHSP/STI). 3. Implement program standards and practices to ensure the delivery of culturally, linguistically, and developmentally appropriate services. Standards and practices must address sexual minorities. 4. For gonorrhea and chlamydia cases in the Michigan Disease Surveillance System, 50% shall be completed within 30 days and 60% within 60 days from the date of specimen collection. For gonorrhea and chlamydia cases, develop plans to respond to issues in quality, completeness, and timeliness. Mandatory Disclosures 1. Inform DHSP/STI at least two weeks prior to changes in clinic operation (hours, scope of service, etc.). Project: Sexually Transmitted Infection (STI) Specialty Services Start Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis: Sexually Transmitted Infections (STIs) result in excessive morbidity, mortality, and health care cost. Women, especially those of child-bearing age, and adolescents are particularly at risk for negative health outcomes. Local health STI programs ensure prompt reporting of cases, provide screening and treatment services for Michigan's citizens, and respond to critical morbidity increases in their jurisdiction. In addition, the purpose of this project is to provide specialty STI clinical service with a focus on the LGBTQ+ community. Reporting Requirements (if different than agreement language): Report Period Due Date(s) How to Submit Report Quarterly Progress Report & Q30 days after the end Email to MDHHS Data Report uarterly of the quarter contract liaison J Any additional requirements (if applicable): Mandatory Disclosures Inform DHSP/STI at least two weeks prior to changes in clinic operation (key staff, hours of operation, scope of service, etc.). PRC.)JEC I : I f3i`5IN(i l-'KIL)1= ll'� P'K—E EI) TiOlq Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis The purpose of this project is to implement a comprehensive teen pregnancy prevention and adulthood preparation program for youth 12-19 years of age. Reporting Requirements The Grantee shall submit the following reports and data via the appropriate reporting mechanism on the dates specified below: Report I Time Period Due Date Submit To October 1 - December 31, 2021 January 31, 2022 Program January 1 - March 31, 2022 April 15, 2022 EGrAMS Narrative April 1 - June 30, 2022 July 31, 2022 httos://earams-mi.com/mdhhs July 1 - September 30, 2022 October 15, 2022 l October 1 - December 31, 2021 January 15, 2022 Participant January 1 - March 31, 2022 April 5, 2022 REDCap Level Data April 1 - June 30, 2022 July 15, 2022 httos://chc.mphi.orq (Youth) July 1 -September 30, 2022 October 5, 2022 October 1 - December 31, 2021 January 15, 2022 Program January 1 - March 31, 2022 April 5. 2022 REDCap Level Data April 1 — June 30, 2022 July 15, 2022 httns://chc.mnhi.orq (Parents) July 1 - September 30, 2022 October 5, 2022 Program October 1, 2021 — Level Data September 30, 2022 July 15, 2022 REDCap (Performance (MPHI will open this data section in httos://chc.mohi.oro Measures) REDCap in June) Fidelity Logs February 2022 March 31. 2022 Email to MDHHS I1May 2022 June 30, 2022 andersonkl0(a nrichigan.gov • Any other information, as specified in the Statement of Work and TPIP Report Fact Sheet, shall be developed and submitted by the Grantee as required by the Contract Manager. The Contract Manager shall evaluate the reports submitted as described in Attachment C (items A and B) for their completeness and adequacy. The Grantee shall permit the Department or its designee to visit and to make an evaluation of the projects as determined by the Contract Manager. • TPIP programs must serve 80, 175 or 250 unduplicated youth each fiscal year (FY) who complete at least 75% of the program, which is determined by the intensity level of the selected curriculum: Number of unduplicated 90% of the target youth who complete at performance output least 75 /o of program measure each FY Teen Outreach Program High 80 72 (TOP) Michigan Model -Healthy & Medium 175 156 Responsible Relationships Reducing the Risk Medium 175 156 Promoting Health Among Low 250 225 Teens -Comprehensive Making Proud Choices Low 250 225 Cuidate Low 250 225 • TPIP programming must be delivered separate and apart from any religious education or promotion and funding cannot be used to support inherently religious activities including, but not limited to, religious instruction, worship, prayer, or proselytizing. • Family planning drugs and/or devices cannot be prescribed, dispensed, or otherwise distributed on school property at any time, including as part of the pregnancy prevention education funded under TPIP. • Abortion services, counseling and/or referrals for abortion services cannot be provided as part of the pregnancy prevention education funded under TPIP. • TPIP funding may not be used to pay for costs associated with health care services, for which referrals are made. • TPIP funding may not be used for fundraising activities, political education, or lobbying. • TPIP grantees must adhere to all of the TPIP Minimum Program Requirements (MPRs) PROJECT: Tuberculosis Control Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis Each Grantee as a sub -recipient of the CDC Tuberculosis Elimination Cooperative Agreement shall conduct activities for the purposes of tuberculosis control and elimination. Funds may be used to support personnel, purchase equipment and supplies, and provide services directly related to core TB control front-line activities, with a priority emphasis on DOT (Directly Observed Therapy) and electronic DOT, case management, completion of treatment and contact investigations. Funds may also be used to support incentive or enabler offerings to mitigate barriers for patients to complete treatment. Disallowed Costs: Federal (CDC) guidelines prohibit the use of these funds to purchase anti -tuberculosis medications or to pay for inpatient services. Examples of appropriate incentive/enabler offerings include retail coupons, public transit tickets, food, non-alcoholic beverages, or other goods/services that may be desirable or critical to a particular patient. For more information and suggested uses of incentive/enabler options, refer to CDC's Self -Study Module #9, Enhancing Adherence to Tuberculosis Treatment at htto://w\Aw.cdc.aoxi/tb/education/ssmodules/module9/ss9readina3.htm. Reporting Requirements (if different than contract language) DOT Logs are maintained on site and available if needed. All other data must be entered into MDSS as stipulated in contract specific requirements. Ensure that confidential public health data is maintained and transmitted to the Department in compliance with applicable standards defined in the "CDC Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Diseases, and Tuberculosis Programs" htto://www.cdc.00v/nchhStD/oroaramintearation/docs/PCSIDataSecuritvGuideIines.odf Any additional requirements (if applicable) • Utilize DOT as the standard of care to achieve at minimum 80% of TB cases enrolled in DOT or electronic DOT (Jan 1- Dec 31). • Document in Michigan Disease Surveillance System (MDSS) all changes to treatment regimen using the Report of Verified Case of Tuberculosis (RVCT) comments field (pg. 12), and completion of therapy using RVCT Follow -Up 2 (pg. 7). • Maintain evidence of monthly DOT logs on site (to be made available if needed). Monthly submission of DOT logs is no longer required. Achieve at least 94% completion of treatment within 12 months for eligible TB cases. The determination of treatment completion is based on the total number of doses taken, not solely on the duration of therapy. Consult the most current ATS document Treatment of Tuberculosis for guidance in the number of doses needed and the length of treatment required following any interruptions in therapy. Maintain appropriate documentation on site (to be made available if needed). Document the appropriate use of expenditures for incentive and enablers for clients to best meet their needs to complete appropriate therapy. Ensure >90% completion of RVCT pages 1 - 6 in MDSS within one month of diagnosis. Unallowable Costs per federal guidelines • Funds cannot be used for procurement of anti -tuberculosis medications. • Funds cannot be used for research. • Funds cannot be used for inpatient services. PROJECT: Vector -Borne Disease Surveillance Beginning Date: 4/1/2022 End Date: 9/30/2022 Project Synopsis This agreement is intended to support the development of vector -borne disease surveillance and control capacity at the local health department level. Funds may be used to support a low-cost, community -level surveillance system for 1) the early detection of arbovirus threats by identifying potential invasive mosquito vectors or local virus transmission in mosquitoes and 2) populations of ticks including Ixodes scapularis, Amblyomnia americanum, and Haemaphysalis longicornis. This information can be utilized by participating local health departments to notify its citizens of any local transmission risk using education campaigns and to potentially work with local municipalities to conduct vector control activities such as drain management, scrap -tire campaigns, breeding site removal, landscape modifications, or pesticide application. Requirements for participation in this program include providing for the placement of a minimum number of mosquito traps, operating for at least five "trap -nights" per week, conducting a minimum number of targeted tick "drags," and identifying ticks and mosquitoes. Bi-weekly (occurring every two weeks) reporting to MDHHS of grant activities is also required. MDHHS EZID should be notified immediately if an invasive mosquito or tick species is identified. Reporting Requirements (if different than contract language) The subrecipient shall submit bi-weekly tables of surveillance data (template provided) documenting trap rates and disease detections to Emily Dinh (dinhe0),,michigan.gov) and Rachel Wilkins (rwilkins3(cDmichigan.gov) at the MDHHS EZID (Section. Any additional requirements (if applicable) • Mosquito and/or Tick Surveillance • Minimum recommended mosquito and tick surveillance effort according to the point formula in Table 1 (below) over a period of 14 weeks. • Provide bi-weekly reporting of surveillance results to MDHHS EZID Section (see contact information below). Use surveillance data to notify the public of risks related to vector borne disease in mosquitoes or ticks in the jurisdiction. • The total funds allocated for this project to participating local health departments must be utilized prior to September 30. • Each local health department as a sub -recipient of the State of Michigan Emerging Public Health Funds shall conduct activities for the purposes of mosquito and tick surveillance in their jurisdiction. For mosquito surveillance, funds may be used to support personnel, to purchase equipment and supplies related to conducting mosquito surveillance in areas of historically high incidence of arboviral disease, and to produce and distribute educational and other materials related to mosquito - borne disease prevention and control. For tick surveillance, funds may be used to support personnel, to purchase equipment and supplies, and to produce and/or distribute educational and other materials related to tick -borne disease prevention and control. Activities can be conducted according to the needs of the local jurisdiction but must conform to the point allocation formula in the table below. Each activity listed is awarded 2 points and a local jurisdiction must accumulate at least 64 points during the funded timeframe (April 1-Sept.30). Mosquito surveillance and tick surveillance have required minimum efforts totaling 32 points. The remainder of the required points (32 points) may be accomplished according to the needs of the local health department. For instance, if mosquitoes are more of a concern in the jurisdiction, the funded LHD can focus its efforts on mosquito surveillance, educational activities, etc. If ticks are more of a concern in the jurisdiction, the funded LHD can focus its efforts on tick surveillance, educational activities, etc. Local Health Department VBD Surveillance Project, Point Allocation Formula Activity Points Required Total Metric Evaluation Points / Points Method Weeks 5 mosquito collection 2 20/10 At least 20 Report to devices* placed for 24-hour MosquitoNET (CDC) period 2 mosquito collection 2 2/4 At least 8 Report to devices* placed for 24-hour MosquitoNET (CDC) period in August 1,000 meter tick drag 000 2 4 / 2 At least 4 Report to MDHHS Educational outreach 2 Report to MDHHS activity / event" Press release 2 Report to MDHHS Coordination of control 2 Report to MDH+HS J efforts with local municipalities / other prevention efforts Total Points: Must equal at least 64 *Devices can include BG-2 traps, CDC light traps, resting boxes, etc. "For 2022, social media posts are limited to 2 points total, 1 point each for mosquito and tick related content. Please consult in advance with EZID staff if you have questions about an educational outreach activity. PROJECT: WEST NILE VIRUS kGOMMUNITY SURVEILLANCE Beginning Date: 5/1/2022 End Date: 9/30/2022 Project Synopsis This agreement is intended to support the development of a low-cost surveillance system for the early detection of West Nile virus in mosquitoes at the community level, for the purpose of educating the public and healthcare providers and preventing outbreaks. This information can be utilized by participating local health departments to notify its citizens and healthcare providers of any local transmission risk using education campaigns, press -releases and other means, and to potentially work with local municipalities to conduct mosquito population mitigation activities such as drain management, scrap -tire campaigns, breeding site removal, larviciding, and adulticiding. Requirements for participation in this program include providing for the placement of a minimum number of mosquito traps, o*afing for at least two "trap nights" per week, identifying mosquitoes, and weekly reporting to the Department of surveillance results. Reporting Requirements (if different than contract language) The Grantee shall submit weekly tables of surveillance data (template provided) documenting trap rates and disease detections to Emily Dinh (dinhe@michigan.gov), and Kim Signs (signsk@mic.higan.gov) at the MDHHS EZID Section. Any additional requirements (if applicable) Each Grantee as a sub -recipient of the Centers for Disease Control and Prevention (CDC) Epidemiology and Laboratory Capacity Cooperative Agreement shall conduct activities for the purposes of West Nile virus (WNV) surveillance among mosquito populations in their jurisdiction. Funds may be used to support personnel and travel, to purchase equipment and supplies related to conducting mosquito surveillance in areas of historically high incidence of WNV, and to produce and/or distribute educational and other materials related to West Nile virus prevention and control. Mosquito Surveillance: • Minimum recommended mosquito traps for this project is 5 traps utilized per county, operating 2 nights per week for a total of 10 "trap nights" per week for approximately 16 weeks. Provide weekly reporting of surveillance results to the Department EZID Section (see contact information below). Use surveillance data to notify the public and healthcare providers of any risk related to West Nile Virus in mosquitoes in the jurisdiction. The total funds allocated for this project to participating local health departments must be utilized prior to September 30. The Department's Emerging & Zoonotic Infectious Diseases (EZID) Section will provide the Grantee with the following support: ® Training for staff associated with the project (Spring 2022) • Trapping equipment necessary to collect mosquitoes (traps, batteries, chargers) s Pathogen testing of mosquito pools for the West Nile virus • Entomologic and epidemiologic support to guide trapping efforts PROJECT TITLE: WISEWOMAN Start Date: 101112021 End Date: 9/30/2022 Project Synopsis: WISEWOMAN (Well -Integrated Screening and Evaluation for Women Across the Nation) is a program designed to screen women for chronic disease risk factors, counsel them about lifestyle changes to reduce risk factors, and refer them for medical treatment of hypertension, hyperlipidemia, and/or diabetes mellitus. Thisprogram will be based within Michigan's Breast and Cervical Cancer Control Program. Reporting Requirements (if different than agreement language): All Grantees implementing WISEWOMAN: Quarterly Progress Reports Covering: Reporting Period Report Due Date October 1 - December 31 January 31 January -March 31 April 30 April 1 -June 30 July 31 October 1 - September 30 (entire FY) October 31 N.a Reports should be submitted to the contract manager. Robin Roberts, Program Director MDHHS WISEWOMAN P.O. Box 30195 Lansing, MI 48909 Email: Roberts6(a),michioan.aov Phone: 517-335-1178 Any additional requirements (if applicable): A statewide database called MBCIS is maintained by MDHHS and the Cancer Prevention and Control Section (CPCS). Instructions for contractor use of MBCISare provided in manuals for programs that contribute data to this database. The CPCS will exchange relevant program reports with appropriate contractors through a secure file transfer system, as noted in the same program manuals. For specific WISEWOMAN Program requirements, refer to the most current WISEWOMAN Program Policies and Procedures Manual. PROJECT: Women Infant Children (WIC) WIC Breastfeeding WIC Migrant WIC Resident Beginning Date: 10/1/2021 End Date: 9/30/2022 Project Synopsis Women, Infants, and Children (WIC) is a federally funded Special Supplemental Nutrition Program of the Food and Nutrition Service of the United States Department of Agriculture and is administered by the Michigan Department of Health and Human Services to serve low and moderate income pregnant, breastfeeding, and postpartum women, infants, and children up to age five who are found to be at nutritional risk through its statewide local WIC agencies. WIC is a health and nutrition program that has demonstrated a positive effect on pregnancy outcomes, child growth and development. The program provides a combination of nutrition education, supplemental foods, breastfeeding promotion and support, and referrals to health care. Participants redeem WIC food benefits at approved retail grocery stores and pharmacies. WIC foods are selected to meet nutrient needs such as calcium, iron, folic acid, vitamins A & C. Reporting Requirements (if different than contract language) • A Financial Status Report (FSR) must be submitted to the Department on a quarterly basis by deadlines as defined by MDHHS Expenditure Operations. Grantees shall (when requested) annually report expenditures on a supplemental form, if needed and required, to be provided by the Department and attached to the final Financial Status Report (FSR)which is due on November 30 after the end of the fiscal year in EGrAMS. • As part of the Breastfeeding Peer Counseling Grant, the Grantee must submit quarterly progress reports to the State Breastfeeding Peer Counselor Coordinator (or designee) by the 15th of the month following end of quarter. • Funds allocated for the Breastfeeding Peer Counseling Program are exempt from the WIC Nutrition Education and Breastfeeding Time Study. Additional Requirements The Grantee is required to comply with all applicable WIC federal regulations, policy and guidance. The Grantee is required to comply with all State WIC Policies. • The Grantee is required to complete the NE and BF Time Study as instructed by the MDHHS WIC Program. Breastfeeding Peer Counseling grant, if supported with funds allocated through the WIC funding formula, must report as time study data. • The Grantee must follow the allowable expense guidelines provided by USDA FNS for the Peer Counselor Grant. The primarypurpose of these funds is to provide breastfeeding support services through peer counseling to WIC participants. The Grantee must follow the staffing requirements as set forth in the Loving Support Morip WIC Breastfeeding Model Components for Peer Counseling and through signed allocation letter for the Breastfeeding Peer Counseling Grant. Due to the limited nature of the Breastfeeding Peer Counselor Funding total indirect cost shall not exceed 30% of the total grant award. To maintain consistency across budgets, County -City Central Services reported under a direct expense line item will be included as indirect cost even if captured outside of indirect line item on the budget. Additional local funds can be supplemented to cover indirect costs exceeding 30%. • Comply with the requirements of the WIC program as prescribed in the Code of Federal Regulations (7 CFR, Part 246) including the following special provisions from Part 246.6 (f)(1)(2): (f) Outreach/Certification In Hospitals. The State agency shall ensure that each local agency operating the program within a hospital and/or that has a cooperative arrangement with a hospital: (1) Advises potentially eligible individuals that receive inpatient or outpatient prenatal, maternity, or postpartum services, or that accompany a child under the age of 5 who receives well -child services, of the availability of program services; and (2) To the extent feasible, provides an opportunity for individuals who may be eligible to be certified within the hospital for participation in the WIC Program. [246.6(F)(1)]. • The Grantee in accordance with the general purposes and objectives of this agreement, will comply with the federal regulations requiring that any individual that embezzles, willfully misapplies, steals or obtains by fraud, any funds, assets or property provided, whether received directly or indirectly from the USDA, that are of a value of $100 or more, shall be subject to a fine of not more than $25,000. The Grantee is required to operate the Project FRESH Program within the guidelines as laid out in the "WIC Project FRESH Local Agency Guidebook'. • The Grantee is required to abide by the Dissemination License Agreement between Michigan State University and Michigan Department of Health and Human Services for "Mothers in Motion." Any use of these licensed materials in the provision of program related services is subject to the terms and conditions outlined in the licensure agreement, which is included in Addendum 1, as reference. WIC Resident Services/Migrant/Breastfeeding Peer Counseling Grant Training and Education Requirements: The Grantee is required to comply with MI -WIC Policy 1.07L Staff Training Plan as detailed for applicable staff as it pertains to all State WIC training opportunities. ADDEND+iiM 1 Disserri4nd6vii Between Michigan State University And Michigan Department of Health and Human Services This License Agreement ('Agreement"j, effective as of October 16, 2015 ("Effective Date'), is made by and between Michigan State University, having offices at 325 E. Grand River, Suite 350, East Lansing, MI 48823 ("Licensor") and State of Michigan Department of Health and Human Services Women, Infants and Children, having offices at 320 S. Walnut, Lansing, MI 48913 ("Licensee") (individually a "Party" and collectively, the'Parties"). WHEREAS, Licensor has created the "Mothers in Motion" materials (herein, "Physical Materials"), MSU reference number TEC2015-0036 utilizing funds from a grant from the National Institutes of Health (NIH), grant number 1R18-DK083934-01A2 ("Grant"). WHEREAS, Licensor is the owner of certain rights, titleand interest inthe Physical Materials and has the right to grant licenses thereunder. WHEREAS, Licensee wishes to license the Physical Materials for dissemination purposes and Licensor, in orderto meet itsobligations underthe NIH grant, desires togrant such licenseto Licensee onthe terms and conditions herein. WHEREAS, Licensee wishes to obtain this Agreement in orderto carry outthe intent of their master agreement between Licensee and Licensor with an effective date of FY 2015-2016. NOW THEREFORE, the parties agree as follows I. Definitions. a.'PhysicalMaterials" shall mean all physical items listed in Schedule A. b. "Sublicenseable Materials" shall mean one electronic copy of the Physical Materials. c. "Materials Modification Guide" shall mean the specifications outlined in Schedule B. d. 'Derivative Works" means all works developed by Licensee or Sublicensee which would be characterized as derivative works of the Physical Materials and/or Sublicenseable Materials under the United States Copyright Act of 1976, or subsequent revisions thereof, specifically including, but not limited to, translations, abridgments, condensations, recastings, transformations, oradaptations thereof, or works consisting of editorial revisions, annotations, elaborations, or other modifications thereof. The term "Derivative Work" shall not include those derivative works which are developed by Licensor. e. "Sublicense" means an agreement which may take the form of, but is not limited to, a sublicense agreement, memorandum of understanding, or special provisions added as an amendment to an existing agreement between Licensee and a Sublicensee in which Licensee grants orotherwise transfers any of the rights licensed to Licensee hereunderorother rights that are relevantto using the Sublicenseable Materials. AGR2015-01 146 TEC2015-0036 f. "Sublicensee" means anv entity to which a Sublicense is granted. 1. Grant of License 1.1 Subject to the terms and conditions of this Agreement, to the extent that Licensee's rights to Physical Materials as a result of Licensor's grant of rights to the Federal Government in accordance with the terms and conditions of the Grant are insufficient for Licensee's activities hereunder, Licensor hereby grants to Licensee a nonexclusive, nontransferable, worldwide, license to use, perform, reproduce, publically display and create Derivative Works (as outlined in the Physical Materials Modification Guide) of the Physical Materials. Notwithstanding the foregoing, Licensee may only distribute the Physical Materials within Licensee managed locations within the state of Michigan. Licensee is not permitted to sell or receive consideration for any of the Physical Materials or reproductions of the Physical Materials. 1.2. Licensor grants Licensee the right to grant Sublicenses of its rights under Section 1.1 of the Sublicensable Materials to Sublicensee for the sole purpose of placing the content contained in the Sublicenseable Materials on a website that is controlled by Sublicensee and that is access limited, password protected. Any Sublicense shall be in accordance with Article 3 below. Sublicensee may be granted the right to create Derivative Works of the Sublicenseable Materials limited to that which is described in the Materials Modification Guide and only to ensure that the Sublicenseable Materials meet - technical specifications necessary to place the content contained in the Sublicenseable Materials on Sublicensee's controlled website. Notwithstanding the foregoing, Sublicensee may create split-up lessons (meaning placing the content of a full-length lesson into multiple videos) of the full-length lessons contained in the DVD portion of the Sublicenseable Materials only in order to conform to the technical format of Sublicensee's website platform; the content, however, shall not be modified. Sublicensee is not permitted to sell or receive consideration for the Sublicenseable Materials in any format. Any content created solely by Sublicensee that supports the implementation of the Sublicensable Materials shall be owned by Sublicensee. If Derivative Work is created by Sublicensee, Sublicensee shall own their creative contribution to the Derivative Work and Licensor retain all copyright rights to the original Sublicensable Materials contained in such Derivative Work. Licensee and Sublicensee may address ownership of Sublicensee's creative contribution to Derivative Works in the Sublicense agreement. 1.3 In such incidences where, for financial reasons, Licensee is not able to reproduce the label displayed on the original master copy of the DVD portion of the Physical Materials, Licensee must ensure that the entire content of the DVD portion of the Physical Materials are reproduced in its entirety so that the inclusion of the copyright notice, Licensor owned logos (including wordmark), grant number information, title of each lesson, and acknowledgements are maintained. 1.4 Except as provided in Section 1.2 and 1.3, Licensee will refrain, and shall require Sublicensees to refrain, from using the name of the Licensor in publicity or advertising without the prior written approval of Licensor. Notwithstanding the foregoing, Licensee may, without- prior approval from Licensor, use Licensor's name in a manner that is (a) informational in nature (i.e. describes the existence, scope and/or nature of the relationship of the Parties and/or the fact that the Physical Materials were developed by Licensor), (b) does not suggest Licensor's endorsement of Licensee or its goods or services, (c) does not create the appearance that the source of the communication is Licensor or any party otherthan Licensee, and (d)otherwise consistent with the terms of the Agreement~ AUR201 b-01 14b TEC2015-0036 Except as described in Section 1.2 and 1.3 and this Section 1.4, the use of the name of the Licensor does not extend to any trademark, logo, or other name or unit of Licensor. 1.5 Licensor shall provide Physical Materials to Licensee by October 31, 2015. Licensor assumes no responsibility for distributing Physical Materials to the state of Michigan Licensee locations. 2. Licensor's Rights 2.1 Notwithstanding the rights granted in Article I hereof, Licensee acknowledges that all right, title and interest in the Physical Materials, including any copyright applicable thereto, shall remain the property of Licensor and/or the third party rights holders. With the exception of the portion contributed by Licensee or Sublicensee in a Derivative Work of the Physical Materials, Licensee or Sublicensee shall have no right, title or interest in the Physical Materials, including any copyright applicable thereto, except as expressly set forth in this Agreement. 2.2 Any rights not granted hereunder are reserved by Licensor and/or the third party rights holders. 2.3 As of Licensor's present knowledge, MSU Extension (which is a unit within Licensor) is the copyright holder of the pizza recipe included in the Physical Materials. If Licensor is notified that a third party is the copyright holder to the pizza recipe, Licensor will in good faith attempt to secure the copyright rights from the third party rights holder in order for Licensor, Licensee and Sublicensee to maintain using the Physical Materials as described in the Agreement herein. In the event Licensor is unable to secure such rights, Licensor will use reasonable efforts to identify a replacement for such third party material. 3. Sublicense 3.1 (a) Any Sublicense entered into hereunder (i) shall contain terms no less protective of Licensor's rights than those set forth in this Agreement, (ii) shall not be in conflict with this Agreement, and (iii) shall identify Licensor as an intended third party beneficiary of the Sublicense. Licensee shall provide Licensor with a complete electronic or paper copy of each Sublicense within thirty (30) days after execution of the Sublicense. Licensee shall provide Licensor with a copy of each report received by Licensee pertinent to any data produced by Sublicensee that would pertain to the report due under Section 4. Licensee shall be fully responsible to Licensor for any breach of the terms of this Agreement by a Sublicensee. Licensee and Sublicensee may address ownership of Sublicensee's creative contribution to Derivative Works in the Sublicense agreement. (b) Upon termination of this Agreement for any reason, all Sublicenses shall terminate. If a Sublicensee was in compliance with the terms of its Sublicense in effect on the date of termination, Licensor may grant such Sublicensee that so requests, a license with terms and use _ rights as are acceptable to Licensor. In no event shall Licensor have any obligations of any nature whatsoever with respect to (i) any past, current or future obligations that Licensee may have had, or may in the future have, for the payment of any amounts owing to any Sublicensee, (ii) any past obligations whatsoever, and (iii) any future obligations to any Sublicensee beyond those set forth in the new license between Licensor and such Sublicensee. AG R2015-01 146 3 TEC2015-0036 4. Consideration In consideration of the rights granted herein, Licensee will provide to Licensor two effectiveness and utilization data reports based on the use of the Physical Materials. One data report shall include: a) number of clients who access the Physical Materials lessons; h) number of times specific lessons are completed; c) number of unique users; d) client perceptions for usefulness and helpfulness of lessons; and e) client beliefs in relation to ability to make changes based on lesson completion and shall be due to Licensor two years from the Effective Date and one data report containing the same data as described above shall be due thirty (30) days after the end of the five (5) year term. The reports shall be sent to Mci-Wei.Chang@.ht.msu.edu and msulagrr@msu.edu. S. Diligence Licensee shall use its reasonable efforts to disseminate the Physical Materials in a fashion that Licensee determines aliens with its mission in order to provide public benefit. 6. Term and Termination 6.1 This Agreement shall commence as of the Effective Date and shall extend for a period of five (5) years unless earlier terminated in accordance with paragraph 6.2 hereof. 6.2. In the event that either Party believes that the other has materially breached any obligation under this Agreement, such Party shall so notify the breaching Party in writing. The breaching Party shall have thirty (30) days from the receipt of notice to cure the a Ileged breach and to notify the non -breaching Party in writing that said cure has been affected. If the breach is not cured within said period, the non- breaching Party shall have the right to terminate the Agreement without further notice. 1.3 Effect of Termination. 6.3.1 Upon termination, Licensee shall cease using, distributing and displaying the Physical Materials, and shall confirm in writing to Licensor that the Physical Materials have either beep returned to Licensor or have been destroyed (in Licensor's sole discretion). All Sublicenses shall terminate upon termination of this Agreement pursuant to Section 3(b). 6.3.2 Upon termination, the following provisions shall survive and remain in effect; 2.1; 4; 6.3; 8. 7. Representations and Warranties 7.1 Licensor and third parties hereby represent that it has, full right, power and authority to enter into this Agreement and to provide the license of rights granted under this Agreement. 7.2 LICENSOR, INCLUDING ITS TRUSTEES, OFFICERS AND EMPLOYEES, MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND CONCERNING THE PHYSICAL MATERIALS AND SUBLICENSEABLE MATERIALS AND HEREBY DISCLAIMS ALL REPRESENTATIONS AND WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE OR NONINFRINGEMENT. LICENSEE ASSUMES THE ENTIRE RISK AGR2015-01 146 4 TEC1015-0036 AND RESPONSIBILITY FOR THE SAFETY, EFFICACY, PERFORMANCE, DESIGN, MARKETABILITY AND QUALITY OF THE PHYSICAL MATERIALS AND SUBLICENSEABLE MATERIALS. WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, THE PARTIES, INCLUDING THEIR OFFICERS AND EMPLOYEES, ACKNOWLEDGE THAT (A) THE PHYSICAL MATERIALS AND SUBLICENSEABLE MATERIALS AND DERIVATIVE WORKS ARE PROVIDED "AS IS";(B) NEITHER THE PHYSICAL MATERIALS NOR SUBLICENSEABLE MATERIALS MAY BE FUNCTIONAL ON EVERY MACHINE OR IN EVERY ENVIRONMENT; AND (C) THE PHYSICAL MATERIALS AND SUBLICENSEABLE MATERIALS ARE PROVIDED WITHOUT ANY WARRANTIES THAT IT IS ERROR -FREE OR THAT LICENSOR IS UNDER ANY OBLIGATION TO CORRECT SUCH ERRORS. & Limitation of Liability 8A Each Party acknowledges and represents that it will be responsible for any claim for personal injury or property damage asserted by a third party and arising out of or related to its acts or omissions in the performance of its obligations hereunder to the extent that a court of competent jurisdiction determines such Party to be at fault or otherwise legally responsible forsuch claim. 8.2 In no event shall either Party be liable to the other Party or to any third party, whether under theory of contract, tort or otherwise, for any indirect, incidental, punitive, consequential, or special damages, whether foreseeable or not and whether such Party is advised of the possibility of such damages. 9. Assignment and Transfer Neither Party may assign, directly or indirectly, all or part of its rights or delegate its obligations under this Agreement without the prior written consent of the other Party. 10. Dispute Resolution 10.1 In the event of any dispute or controversy arising out of or relating to this Agreement or the subject matter hereof, the Parties shall use their best efforts to resolve the dispute as soon as possible. The Parties shall, without delay, continue to perform their respective obligations under this Agreement which are not affected by the dispute. 10.2 This Agreement and any disputes arising out of or relating to this Agreement shall be governed by and construed in accordance with the laws of the State of Michigan without regard to the conflicts of law provisions thereof. In any action to enforce this Agreement, the prevailing Party will be entitled to recover reasonable costs and attorneys' fees. 11. Force Majeure Neither Party shall be liable for damages or subject to injunctive or other relief, or have the right to terminate this Agreement, for any delay or default in performance hereunder if such delay or default is caused by conditions beyond its control including, but not limited to, Acts of God or force majeure, government restrictions (including the denial or cancellation of any necessary license), wars, insurrections and/or any other cause beyond the reasonable control of the Party whose performance is affected. AGR2015-01 146 TEC2015-0036 12. Entire Agreement This Agreement constitutes the entire agreement of the Parties and supersedes all prior communications, understandings and agreements relating to the subject matter hereof, whether orator written. 13 Amendment No modification or claimed waiver of any provision of this Agreement shall be valid except by written amendment signed by authorized representatives of Licensor and Licensee. 14 Severallility If any provision of this Agreement is determined to be invalid or unenforceable under applicable law, it shall not affect the validity or enforceability of the remainder of the terms of this Agreement, and without further action by the Parties hereto, such provision shall be reformed to the minimum extent necessary to make such provision valid and enforceable. 1s Waiver Waiver of any provision herein .shall not be deemed a waiver of any other provision herein, nor shall waiver of any breach of this Agreement be construed as a continuing waiver of other breaches of the same or other provisions of this Agreement. 16. Notices All notices given pursuant to this Agreement shall be in writing and may be hand delivered, or shall be deemed received within three (3) days after mailing if sent by registered or certified mail, return receipt requested. Ifany notice is sent by facsimile, confi rmation copies must be sent by mail or hand delivery to the specified address. Either party may from time -to -time change its notice address by written notice to the other Party. If to Licensor: Licensing Notices: MSU Technologies Attention: Agreement Coordinator AGR2015-01146 325 E. Grand RiverSuite 350 City Center Building East Lansing, M148823 517-884.1605 msutagr@.msu.edu AGR201 5-01 146 TEC2015-0036 If to Licensee: Michigan Department of Health and Human Services, WIC Division Attn: Kristen Hanulcik Manager, Consultation and Nutrition Services Unit 320S.Walnut,Lewis Cass Bldg.,6'h Floor Lansing, M148913 517-335-8545 hanulcikk@michigan.gov 17. Article Headings The Parties have carefully considered this Agreement and have determined that ambiguities, if any, shall not be construed or enforced against the drafter. Furthermore, the headings of Articles have been inserted for convenience of reference only and shall not control or affect the meaning or construction of any of the agreements, terms, covenants orconditions ofthis Agreement i n any manner. 18 Relationship of Parties Licensor and Licensee each acknowledge ;and agree that the other is an independent contractor in the performance of each and every part of this Agreement and is solely responsible for all of its employees and students and such Party's labor costs and expenses arising in connection therewith. The Parties are not partners, joint venturers or otherwise affiliated, and neither has any right or authority to make any statements, representations or commitments of any kind, or to take any action, which shall be binding on the other Party, without the priorwritten consent of such other Party. (remainder of page intentionally left blank) AG R2015-01 146 TEC201 5-0036 INWITNESS WHEREOF, the Parties have executed this Agreement by their respective, duly authorized representative as of the date first above written. LICENSOR: Michigan State University Sianature on file Date: 10/15/15 By: Dr. Richard W. Chylla Executive Director, MSU Technologies LICENSEE: State of Michigan Department of Health and Human Services Women; Infants & Children Sianature on file By Kim Stephen Date: 10/16/15 Bureau of Purchasing Michigan Department of Health and Human Services stephenk@michigan.gov 517-241-1196 Slanature on file By: Stan Bien. Director Date: 10116l15 WIC Division Michigan Department of Health and Human Services 320 S. Walnut, Lewis Cass Bldg., 6th Floor Lansing, M148913 biens@michigan.gov 517-335-84 -- AUKLU lb-Ul 14b TEC2QI 5-0036 RN IT -To mNX_1 Physical Materials 1. Client Materials A. Mothers in Motion intervention materials 1.260 sets packaged in Mothers in Motion bag. One set includes: a. I Mothers in Motion DVD set (I set is comprised of 3 DVDs) b. I looped DVD of Mothers in Motion Overview and Introduction c. Folder containing Mothers in Motion worksheets (e.g.,"Goaland Plans"and "Where Do I Go from Here?" worksheets, and stress log) and reference/guidance sheet detailing contents of each Mothers in Motion lesson (Total of 11 lessons) d. 1 CD containing PDF formatted documents of Mothers in Motion worksheets to accommodate additional printing needs. 2. All Mothers in Motion intervention materials listed above will also be saved on 2 external drives provided by WIC. U. Staff Materials A. 'Rethinking How We Listen and Respond in WIC' Videos/DVDs 1. 260 'Rethinking How We Listen and Respond in WIC' DVDs [included in Mothers In Motion bag described above (I DVD per bag)] 2. 'Rethinking How We Listen and Respond in WIC' contents saved in video format on 2 external drives provided by WIC **All Items listed above will be saved on total of 4 external drives, provided by WIC** AG R2015-01146 9 TEC2015-0036 Schedule B Materials Modification Guide I. Client Materials 1 A. Mothers In Motion DVD I. The following Items are NOT permitted to be altered on DVDs a. DVD content i. MSU and Mothers in Motion logo ii. Grant number (NIH-NIDDK,1RI8-DK083934-01A2) iii. All lesson module and intervention content [exception: food label reading if contents become outdated] iv. Acknowledgement section v. Copyrightnotice b. Label on Disks* i. MSU and Mothers in Motion logo ii. Grant number (NIH-NIDDK, 1RI8-DK083934-01A2) iii. Title of each lesson iv. Copyrightnotice 2. Items that may be reproduced a. Mothers in Motion DVDs b. CD contains all Mothers in Motion worksheets B. Mothers In Motion Worksheets I. The following items are NOT permitted to be altered on worksheets a. Grant number(NIH-NIDDK, IR1 8-DKO83934-01 A2) b. Mothers In Motion logo c. Title of each lesson d. Copyrightnotice 2. The following items are permitted to be altered on Worksheets A. Contents in the worksheets 3. Items that maybe reproduced a. All worksheets b. Reference/guidance sheet detailing contents of each Mothers In Motion lesson 11. Staff Materials ' A. 'Rethinking How We Listen and Respond in WIC' Videos/DVD I. Items that are NOT permitted to be altered on DVD a. DVD content i. MSU and Mothers in Motion logo ii. Grant number(NIH-NIDDK, 1RI8-DK083934-01A2) iii. Acknowledgement section iv. Video/DVD Contents v. Copyright notice b. Label on Disks` i. MSU and Mothers in Motion logo ii. Grant number(NIH-NIDDK, 1RI8-DK083934-01A2) iii. Title of each lesson iv. Copyright notice AG R2015-01 146 TEC2015-0036 IC *WICis allowed to duplicate DVDs without label orgrant number on the disks, if necessary. 1 Sublicensee may create contentthat supports the implementation of the content contained in the Mothers in Motion DVDs, Mothers in Motion Worksheets and "Rethinking How We Listen and Respond in WIC" Videos/DVD. Any content created solely bySublicenseeshall be owned in accordance with Section 1.2 and Section 3.1(a). Implementation of the content contained in the Mothers in Motion DVDs, Mothers in Motion Worksheets and "Rethinking How We Listen and Respond in WIC' Videos/DVD shall be in accordancewith Section 1.2. AGR2015-01 146 11 TEC2015-0036 Ar-irtt~mni Ind ) f-I()uF`7-C49i Dissemination Licansa ,Agreement for'Tormmanieate to I4Ioflvate O Among Nilxhlganstate Univertity, Ohio state Innovation Foundation Aed Michigan Lteparitnent of Health and Human Service.% This License Agreement C'Agreement"j, effective as of iauuary t, 22011 ("I~I%ctivo mate l is nmde by and arwag Michigan State flnlversity, having oflices at 325 E. Grand River, Suite 350, Bast Leasing, MI 48823 ("MSU ), Ohio State innovation Foundat[at7, having offices at 1524 'R High SIM0, Colurnhus, OH 43201 C'OS1F") (together °Licensor") and State of Michigan Deportntcttt of I€ealtlt and Human Services Women, Infants and Children, having oflievs at 320 S. Walnut, Lensing, MI 48913 r'Licensea") (individually e'"Par1y" and collectively, the "Paniee"° WHFRIF,AS, Licensor has intellectual property rights in the -Cc nmun➢sate to Motivate, materials (herein "P19pslcal Materials"), MSU reference number TEC2016.0178, OSU reference number T2017, 132, developed ulilixing fiends from a grant from theNational ➢aastitutes of Health (➢VIR), ]grant numw RIS-DK-083434-01("©rant"). WHEREAS, licensor is the owner ofcertalr rights, title and interest in the Physical Mulcrials and has the right to grant licenses themander, WHFREAS, lacensxc wishes to hearse the Physical Materals for dissemination Purposes and Licensor &sifes to grant such heensc to Liccosm on the tarns and conditions herein. NOW THEREFORE, the Parties agree as follows: 1. Definitions. R. "Physical Materials" shall mean a physica, items listed hr 5ehedule A. b. "Subitcensable hrlateriels'shall meant one electronic COPY of the Physical Materials, C. "Materials Modification Writ" shell meet tits specificalluns outlined in Schedule H. d. "Derivatiurs Warka" means all Works developed by Licensee at Sublicenseo which Would be characterised as derivative works of the Physical Materials and/or Subliecnsab➢c hiatcrfals under the United Stata:s Copyright Act of 1976,or subsequciat revisioret thereof,, speci➢ladly including', but not limited to, translations, abridgments, condensations, recasting%, trarlsfOrrra�lons, or adaptations thereof, or %v}rks consisting of cdhorial revisions, annotaBnns, tiabtrrstions, or other modifications thereof, The term "Nrivalivo %rk" shall not include those derivative works which are developed by Licensor. a.' Subli"D$e" means an agtement which may take the form of, Antis not liniNd to, u sublicense agtzcment, memananduln ofUndersmading, at spacial Provisions added as an amendmstit to an existing agreement bchvecn Licensee and a Sunlicensxe in which licensee 8720re Or uthcrWse Iraresfars any of the rights licensed to Uceneen hereunder or other rights that are relevant to using At Subl➢censable MaWals. 1. Grant of License 1.1 Sttbjxot to the terms and conditions of this Agreement, to the extent that Lioensees Aghts to Physical Matedals as ttsesult of Licensors grant of rights to the Federal Government in accordance with the terms and conditions of the tyrant arc InsuMclent for Licensee's .activities herel D&T. Licensor hereby grants to Liecnseo a nontu atsive, nontransferable, worldwide, license to use, perfwm, reproduce, publically display the Physical Materials. Licensee is granted Ott limited sight to create Derivative Works of the Physirat Matariuis, specifically Ucctteec shalt have the light to create Derivative Works which are (a) companion ,guidance handouts to the Physical Materials for educational, use by Instructors in the course of employing Physical MatedON, (b) materials for promotion of the aysllaiallity of educationai opportunities employing the Physical Materials, and (o) .instruments for collecting evaluations and feedback from course patticiparats, Notwithstanding tlm foregoing, Licansw may only distribute the Physical Materials within Licensee-mansged locations within the state of Michigan. Licensee Is nut permitted to sell of (ccclae consideration for any of the Physical Materials or reproductions of the Physical hlptarials. 1,2. Liocosw grants Liccnsco the right to green SubllccmU of its rights under Section 1.1 of the Sub)[cersable Materials to Sublimnsco for the sots purpose of placing the conlctat Walainod in the Sublkensabie Materials (including the videos) on a wcbske that is controlled by Subliccrosee Read that is access limited, password procccted. Any Soblicenso shall be In avcordilow with A,rtlek 3 below. Sublicensta is not permitted to sell or receive: consideration for the. Sublicensable Materials in any fora at. Any content created stalely by Subl'toegscc that supports the implementatlnn ofthe Subiicensable Materials shall be owned by Sublieensee. 1.3 In such incidences where, fur fiouncial reasons., Licensee is not able to reproduce the label displayed on the original master copy of the DVD partloo of the Physical Materials, Licensee must enswe that the entire content of the DVD portion of the Physleat Materials are reproduced in Its eat!'atety, eta that the inclusion of the copyright notice, grant number Information, title of each lesson, and seknoMedgamcrus am Tnaintahted. 1.4 Licensee will refrain, and shalt require Subliceasces to refrain, frum using the name of the Licensor or The Ohio Stale Univetslty (" DSU") in publicity or advertising vr'tthout the prior wtinen approval of Licensor, 1.5 Licensor shall provide physical Materials to Lkansee by May 1, 2017. Licensor assumes no responsibility for distributing Physical Materials to the state of Mlchignn Licensee locations. 2. t1canaor'sRights 2.1 Notwithslanding the rights granted In Article 1 bcrcof, Licensee ocknawledges rain all right, title and lrttereat In the Physical 1vlaterlals, including any copyright applicable thereto, shall remain the prop-t#y of Licensor. Licensee or Sublicegsee shall have no fight, title or Interest In the Physical Materials, including any copyright applicable thereto, except as expressly act forth in this Agrcemmcat. 2.2 Any rights not granted hereunder are reserved by Licensor. 31 Sublicense 3.1 (a) Any Sablioense entered into hereunder (1) shall contain terms no less protective of Licensor's rights than these get forth in this Agreemem, (ai) shall not he in conflict with this At1RML7.40453 2 OSUA20IT-1172 M2atb=a176 xgrcerrc�7r m6 (ileiMaii Iticcuiyl,i+ craaui azr i u cue u t: v—t? LW„ 3 ins mf ra Suhtttr rust, i leensee shall provide Licensor with a complete electronic or }raper cnpy of each Sabfteense within thirty (30) days after exeeution of the Sublicense. Licensee shall provide Licensor with a copy of each report received by Licensee pertinent to any data produced by Sublicensee that would pertain in the report due under Section 4, Licensee shall be fully responsible to Licensor for Any breach of the terms of this Agrcerrrent by a Subliceasee, (b) Upon termination of this Agreement for any reason, all Strblicernses shall terndnatc, if a Subiiecnsee was in eompliance with the terms of its Sublicense in of feet on the date of termination, Licensor may grant such Sublleensee that so recinesis, a Pcensc with terms and use Tights as me acceptable to Licensor, 1n no event shall Licensor have any obligations of any nattue whatsoever with reopen to (i) any past, current or future obligations that Licensee may have had, or may in the future have, for the payrrcnl of any amounts awing to any Sdblicensec, (ii) any past obligations whatsoever, and (iih) Fry future obligations to any Subliccnsce beyond those set forth In the new license between licensor and such Sublhmarsee. d. Consideration Inconsideration of the rights granted herein, Licensee will provide to licensor two effectiveness and utilization data reports based on the, use of the Phynkal Materials, fine data report shall include: a) number ofclients who access the Physicat Materials lessons; b) number of litres apeclfic lessons arc completed; c) number of unique users, d) client perceplons fur usefulness and helpfulness Oflessonst and c) client beliefs in relation to ability to make chnages based on lesson completion and shall be due to Lk -.woe two yaat's from the EtTective Bate and one data report containing the sauce data as described Above shall be duo thirty (30) days after the end of the five (5) year term. Such data reports snail segregate the information provided in a-o by CPA (dhctillms and nurses) or brenslfeeding parr cow aalors, The reports shall he sent to chang197 su,edo, lTirwvation@csd.edu csv.edu and trasutagr@iur ,edu. S, miseoce Lheensce shall use its reasonable efforts to disseminate the Physical Msiterials in a fashion that Licensee dtiamaienenaligrn with its mission in order to provide public benefit. & `Perm and Termination 6,1 Tids Agreement sballl commence as of the Effective Bate and shall extend for a period of five (5) years vnlass earlier terminated in accordance with paragraph 62 hereof. This Agreement may be renewed or extended by wmitten amendment signed by authorized tepresentatives of Licensor and Licensee in accordance with Article 13.. 6.2. In the event that a Party believes that another Party bus matetiaslly breached any obligation under this Agreement, rush party shall so notify the broaching Party in writing, The breaching panty shall have thirty (30) Clays from the reeuipt of notice 10 cure the alleged breach and to notify the non-brruhing Party in writing that said cure has been affeoled. If the breach is not tarred within said period, the cion- bmachiog Party shall have the right to totnrinate the Agreement wlthoul, further notice. 6.3 Effect of Termination, Ar7tt2017- Mi3 3 pSUA2017 tt72 TM616•at7d 0A Upua lcrminaiurr, Licensee shall cease using, distribulireg etrd disploing the Physiccji Materiels, P6mgnr at have terra d mtroyed (in LlccnsoCS Sale discret onj. All Snbliccrrsrs shall terminate upon leminollon ,of &kAgr 0Mq!nl pL41oant to Section 3(b'), 6-3.2 Upon lcrrns'satlor; the fallowing provisions shall survive and remain is effect,11; 4€ 6,3; 8. 7, Representations and Warranties 11 Licensor rtptesents that to the knowledge o r: Ohio State Univcrslty"s aad M SU's technology transfer offices that it kris fall tight power and authority to after 9nto llama Agreement and to provide the Been of riebta tlraalted under (hls Agrcaanent, 71 LICENSOR AND OSU, INCLIlI)TING THEIR CREATORS, TRUSTEES, OFFICERS, EMPLOYEES, A0ENTS OP A1=I±ILIATED, ENTERPRISES MAKE NO REPRESENTATIONS OR WARRANTIES OF ANY KIND CONCERNING THE PHYSICAL 'MATERIALS AI*ti1 SUBLICENSABLE MATERIALS AND HEREBY DISCLAIM ALL REPRESENTATIONS AND WARRANTIES, EXPRESS OR IMPLIED, INCLUDIN0, WIT£IOUT LIMITATION, ANY WARRANTIES OF MERCiANTARiLI'I°Y OIL FITNESS FOR A PARTICULAR PURPOSE, NONINTWNQUM ENT, SAFETY, EFFICACY, APPROVABILITY BY REGULATORY AUTHORITM3, TIME AND COST OF DEVELOPMENT, OR PATENTABILITY. LICENSEE ASSUMES THE ENTIRE RISK AND RESPONSIBILITY FOR THE. SAFETY, EFFICACY, PERFORMANCE, DESIGN, MARKETABILITY AND QU.ALUY OF THE PHYSICAL MATERIALS AND SUBLICE14SABLE MATERIALS, VnTHOUT LIMITING THE GENERALITY OP THE FOREGOING, THE PARTIES, INCLUDR40 THEIR OFFICERS AND EMPLOYEES, ACKNOWLEDGE 'INAT (A) THE PHYSICAL MATERIALS AND SUBLICENSABLE MATERIALS ARE PROVIDED "AS IS"; (8) NEITHER THE PHYSICAL MATERIALS NOR SIIHLICEMIAgLE MATERIALS MAY BE FI91+lCTIONAL ON EVERY MACHINE OR IN EVERY ENVIRONMENT. AND (C) THE PHYSICAL MATERIALS AND SUBLICENSABLE MATERIALS ARE PROVIDED WITHOUT ANY WARRANTIES THAT IT I5 MO R-FIRS OR THAT LICENSOR IS UNDER ANY OBLIOATION TO CORRECT SUCH ERRORS, 8, LlrssitatiouofLiability RA Each Fatty acknowledges and represents that h will be raxponsllaln for any clElrn for personal Injury or property damage asserted by a third potty and Luising,rut of or related to its acts or remissions In the performaraceof itsobligetiuns hercunder to lheextent that acowl of competent jurisdiction determivt s such Party to be at fault or ©1heTwsc legally responsibla for such olsurn. Nothing in this Agreement shall bT rlterned or treated as any waiver of any Party, s,uvereign immualty or immunity graafad by statullcor case faaw, ifapplleable. 8.2 Irt no event shall a Party be liable to annthet Party or to any third party, whether under theory of contract, tort or otherMsr, for any indirect, incidental, punitive, ronsargnelydal, or speclal damages, >vitctiter foresmebk or not and whether such Pony is advised of the possibility of such darragm 9. Assignment and Transfar No Party may assign, directly or indirectly, all or part of its tights or delegate its obligations under Illis Agreement Without the prior written content of the other Panties. AQ112417,01MI 4 05U A3017-1172 TEC201 W3 t7F IA njap te12tsakta- 10.1 In the event of any dispute or controversy arising out of or Talatiug 10 this Agreement of the subject mailer hereof, the Parties shall use their best efforts to resolve the dispute as warn as possible. The Panes shall, without delay, c=onlinue to perform their ra speetiae obligations under this Agreement which era not affected by the dispute. 11, Force Majoure No Party shell be liable for damages or subject to Injunctive or other relief, or have the right to terminate this Agreement, for any delay or default in performance hereunder if such delay or default is caused by conditions beyond its control including, butnot limited to. Acis of Uod or force snaeure,, government restrictions (including the denial or cancellation ofesty ntaessary license), wars, insurrections andlor any other cause beyond the reasanable control of the Party wvhesc pDrfi rmar ce Is &Wected. 12. Entire Agreement This Agreement constitutes the entire ogoccrnent of the Parties and supersedes all prior communications, understandings and agreements relating to the subject matter hereof, whether ore] or written. No modification or claimed waiver of any provision of this Agwoment shall be valid except by written a=ndmcnt signed by akAoriaad wptr sc-atstivrs of Licensor and Licensee. 14. 5evembility 1fany provision of this Agreement is determined to be invalid or unenforceable under applicable law„ it shall not affect the validity or enforceability of the remainder of the terms of this Agreement,, and without further action by the Parties hcrc1% spell provision shall be rewarmed to the minimum extent noc asy to make such provision valid and en%rcetble. 15, Waiver Waiver of any provision hercln shall not be deemed a waiver of any other provision harelo, nor shoji waiver of any breach of this Agmemcni be construed as a continuing waiver of other brentchos of the same or other provisions of this Alitreemcnt, �1` ar�.f3i All rratleca given pursuam to this Agreement shall be in wariting and may be hated delivered, or shall be deemed received within thrc€ (3) dabs atlter malling if sent by registered or certified mail. return recelpt requested. if any notice is sent by facsimile, cor&rma ion copies must be soot by mail or hand delivery to the specified Address. Either party may from timc•lo-time changes its notice address by written motile to the Other Patty, r UR" 17-lama S Osu .w2.017-1 V2 TFxZil16-01 7a If to Lieonaort MSU Technologies Attention: Ag nmaaurnt Coordinator AGR2017-ttn453 325 E. Grand River Suite 350 City Center 13uiWing East Lansing, Ml 49823 517-884-1605 sto t. Ohio State Innovation rounduii4n 1524N High Street Columbus, OH 41201 614-292.1315 If to Llcensce: Michigan Department of Health and Human "terviccs, WIC Division Attn: 1Caislen Elanuicik Manager, t'ottstdtatfon and Nubition Services Unit M S, Waloul, Lovis Cm Bldg., 6" Floor Lansing, M148913 517-335-854$ hanulelld: aq rnichigan.gav 17. Artlelt Iicatlingrs The Panics have enrcfttliy considered this Agreement tout Nve delern fined that ambiguities, 116any, shall not Ire construed or enforced against the draflcr. Furthermore, the headings of Articles have been inserted for convenience of refetance only and shall not coatzrd or of rct the meaning or constmc6on of any of iite agreements, terms, covenants or wasdatsans of this Agreement In € ny manner, 18. RelatlonshipofPaHles Uomor and Lleca see each ocknowledge and agree that the other is on independent contractor in the perfirmuance of each and every part of this Aggrccment and is; saalely responsible for all of its employees aad ,students and such Party"s labor costs and expensesarising in connection therewith. The Patties are net pwnars, joint venwrers or otherwise at111iaW, and neither has any tight or authority to nutke any slate4rrents, rtmpreseolallons or commitments Ofony kind, or to tAa any action, which shall be lawdingon the ether Party, without the prior w1ilrca cov=nt of sarch other Patty, hCi1 D17.00453 d OSU A2017-1 E 72 TEC7414.4M IN WITNESS, tl;c 1'a-lks have, hJ thr.'is`eccE:ectiv�:, duly r rL:Flli'Lr L�..I lr: I,;lt.,.il•Isl.l vYJ tL �i Ijl, .4\ � IIe kx n� _�� ♦r rl.I.e nv i,li� h;I,;nn 35a[e liaiFctsir'r L}rr liltFiinY 1�,7. E:15y1i3, I:x4r.;g(I1'�: F.} I fecita=', 'vFS Lf Tcs:Euittfuk;ics 0,4i5t SmiL irnme tlen Fntmddib.q Vk(c N�idcM 1 Uf f'.i`,'SEP: }:: reef •td+,lti; n:; �7t-Ca;Un ;:[ s:Cli altt un,i &Iam;,n Scn ice l�.>ulan, (tad=7nL r4 'LSiii�.'�TG-:5 tt J+1 ,h�a:-fetn� ! e sl4r. 01r r nr Grants Dmsion. Bureau of Pu:,t-agirrj W,IC: DN",,iEct fic zigtu; Pr.�f: r[mcntvi t,c ldt.isrl r: rit_++: �c:vices 7,'?0 .ci. EIIZT.i11 t.l', kk'I `: f.lifti .'�ti�j�., ?3ilt FIG4yr Afi; :_;:l 17-c 9 d wl 1 U5u ?.30 f 7 Ili] TF�.s41G�0173 Schedule tk A. Commundcure 1'o Mulk-we videos — up to 10 gels in DVD fortnal tS lossrmss< 12 Vidco lessons, remfmder and genemll lip lesson, introduction and preview B. RelMmking wbm we IWO and respond Pat WfC video , Tip Shears — 650 copies (color print, Iarninated and cull) 1l_ Mt that cGnudn the following materiels dated to Co)mrm krate to A ofivatte saved in PDF (up to lGroples). a, Tip Skeels; h. POWU pDitet slides of all 12 lessons, retnimdet mW general tip lemon; ea Smnmary of key paints in each video, lesson; d, Instructiatls Sue use of the vid'coa. E. External hud drives (2) thot ebntaln the followhlg mitesiaW a. Communicate to Motivate videos; 15 video lessons; b. Rrthirm#ing tvhal the think and respand In WIC video; c, Tip Sheets In POP; d$ Power point slidesofsit 12 lessons, reminderand general tip lesson In PDF; e. Summary of key points in each video lesson in PD , f. Instrtae,ions for use of the videos in PDF. AMOD-O 5y a OSUA2Gt7-1172 TEC2016-0170 Schedule B Y t. Dept as provided in Secdon 1.1, nmdffication ufPhpiad Materials is WA F=Tatta AGR2017 44@53 g OSU A2Qt?-E t12 'FMO)"178 FOOTNOTES: FY 2021/2022 a) Refer to Plan and Budget Framework for element definitions. b) Refer to master comprehensive agreement and program and budget instructions package for further explanation of applicability of these reimbursement methods. c) Negotiated starting from the average of the past two complete years' actual number where available. d) Calculated by multiplying the "Total Performance Expectation" column by the ratio of the elements total State funding (DCH 0410, Line 24) to "Total Expenditures" DCH 0410, Line 17). Prior to calculation, adjustments will be made for unallowable cost, equipment funded by local funds and MDHHS reimbursement not performance based (I.E., fixed unit rate, staffing). e) Calculated by multiplying the "State Funded Element Target Performance" column by the "Percent" column. f) Refer to master comprehensive agreement and budget instructions package for further explanation regarding these designations. 1. CSHCS Care Coordination A. Case Management 1. Maximum of six (6) services per year 2. Reimbursement - $201.58 per service provided face-to-face in the home setting. 2. CARE COORDINATION A. LEVEL I PLAN OF CARE 1. Annual Plan of Care in the home or home -like setting that requires the Care Coordinator to travel to a non-LHD site - $150 2. Annual Plan of Care over the telephone -$100 B. LEVEL II CARE COORDINATION 1. Level II Care Coordination is reimbursed at $30.00 per unit 2. A maximum of 15 units per beneficiary per eligibility year will be reimbursed. (2) Reimbursement Chart for Fixed Rates AIDS/HIV Prevention Non- Categorical Body Art CSHCS-Medicaid Elevated Blood Lead Case Management FDA Tobacco Retailer (A&L) Inspections - Oakland only Fetal Infant Mortality Review (FIMR) Case Abstractions Immunization Assessment Feedback Incentive Exchange (AFIX) Follow-up Immunization Nurse Education Immunization VFC (only) Provider Site Visits $11.00 per blood draw for non -categorical health departments annually to $2,000 $275.22/appl. annual license prior to July1 $137.61/appl. annual license after July 1 $123.84/appl. temporary license $275.22/appl. renewal prior to December 1 $412.83/appl. renewal after December/1 $27.51 duplicate license $201.58 per home visit, for up to 6 home visits $325.20 per inspection Limited $270.00 per case, not to exceed the maximum set for each Grantee $100 per personal visit or $50 for a phone call (with information mailed afterward) to the provider office, not to exceed the maximum set for each individual contractor. $200 per session except Vaccines Across the Lifespan, which is to be reimbursed at $250 per session, upon completion and submission of Provider Contracts and Report Forms. Reimbursement can only be made for one in-service module session per physician clinic site per year. $150 per site visit, not to exceed the maximum set for each individual Grantee Immunization VFC/AFIX Combined Provider Site $350 per site visit, not to exceed the maximum set for each individual Visits Grantee Informed Consent $50 per woman served, for each woman that expressly states that she is seeking a pregnancy test or confirmation of a pregnancy for the purpose of obtaining an abortion and is provided the services. Laboratory Services & STD See contract language for gonorrhea and chlamydia testing reimbursement performance requirements, AIDS SIDS (FIMR Interviews) $125 for each family support visit. A maximum of six (6) visits per infant death is reimbursable rooess- is � s�o a e Pg e\emen \ ro9rams dura 9 bu 9 \e Dh\NS GOord Hatton. d n \ndNidua P rtng an t {or T\tie X. Nea men ed sources) nce °{ S°d Tequtr earmark es{ablag Bement fie T,ding {Or ent). be re{\ectes\n9\e eterr� er \oad aX mum pocatton tource ln°t a a\fona and oth et case DNNS to a m Fundte 9 o State f\a ourcec Ua\ cos s' et W\1\ be th ob$1 foae ase W9 °h3 0{ T F\N test conduct \ oca ed {ands Servo l51 Subte fund\n9 ,tssublec{ to SgmeT,t taT9d °T \n kind) S11 �O Pe kola\ a 10 !� `6) Shed unit ratenCe retmbU`Tement lhaT bursed at °Less their sub)eCt to 7) Fix eT{orma tch Tequ ct ameunt i\\ be Tetm secs to a Sune3� and is AgTeeme th\s %) ih bed t to a m� sds P°ontTaNea\th aTtments w eTGentage °erstle X u e expende bq G o �FSR) °0\umn {of 9) su i Tate {\m er {am Dep 10) Ftx stx (6) {ended tnimum P \ fit\e X usP1 n ust b aredness talus Rep beT 30' is era<Ne �1 A) Up tOcategof Ca\a\\y t serve a m rm\ne tote funding S en Prep nano a\ S 1,Septecn S?) GpOP �12) o{ $2 ()g0 a aye agency me used to aepess �pN ;A an E a a quarter\y F e 30, and duarednesss ReP°rt IFSRl Each de\ P �R data �i\e b y PTePa \n the Pub\xc,th budget an DctobeT 1'a e gency Qnano State (13) annual Health meet aS SPeGtf\e o ust subTntt a n+ne m HEP) W \ Pub\tc et ad a 0.0 quarterry �1`l) PTnatch Teeu `NDs m dress lP q titon en s. GUtdaem e\eTT enmer9enGy e upemensubmp ai�bree-n\o S �Egned by I'kt\e 2 G aR°es ad SPeG{ic Re u reTn Tog\. c \th E /o tch r ust a u pub Heaa 10° mae \,NDs m t ent or\teria Tarn pss t ro9 115) sub\echo t Gu\danc m e\emen ' Deve\oPm en P P9Teem for this pCOReseaTch and din P�aGhm co\u ec meets the spep1{\e �16) Pro PPP\icab\etch Te 'jkTefnent as tuts agency' `1 Subleot toto motes may n°t apP\y to N0�v:. Some REQUEST: 1. To delete one (1) vacant Special Revenue Part -Time Non -eligible 1,000 hours per year Non -Eligible Medical Technologist (1060212-0014867). 2. To change the special revenue funding from Local Health Department Grant to Emergent Threats Grant for one (1) Special Revenue Part -Time Non -eligible 1,000 hours per year Non -Eligible Medical Technologist (#1060212-0014866). PROPOSED FUNDING: Amendment #1 — FY22 Local Health Department grant. OVERVIEW: The Oakland County Health Division has received Amendment #1 to the Michigan Department of Health and Human Services (MDHHS) Fiscal Year (FY)- 2022 Emerging Threats Local Health Department Agreement in the amount of $1,113,527 for the period October 1, 2021, through September 30, 2022. This amendment provides funding to support wastewater monitoring for SARS-CoV-2 virus shed into Michigan public sewer systems. The original agreement was in the amount of $9,502,413 and was approved by the BOC on September 29, 2021, via resolution #21-376 COUNTY EXECUTIVE RECOMMENDATION,: Recommended as Requested. PERTINENT SALARIES FY 2022 Class Gr Base 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year Medical HRL 27.6387 28.9802 30.3221 31.6636 33.0056 34.3470 35.6890 37.0304 Technologist /119 - *Note: Annual rates are shown for illustrative purposes only. SALARY AND FRINGE BENEFIT SAVINGS **Note. Fringe benefit rates displayed are County averages Annual costs are shown for illustrative purposes only Actual costs are reflected in the Miscellaneous Resolution To delete one (1) SR PTNE 1,000 hrs/yr. Medical Technologist positions. (#1060212- 014866). Salary at 1 year step x 1000 hrs $ (28,980) Salary adjustment @ 5.38% $ (1,559) Total for one position: $ (30,539)