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HomeMy WebLinkAbout4059 Resolution - Modify SOW in PSA with Columbia Safety LLC for COVID-19 for Vaccination SitesRESOLUTION NO. 4059 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PASCO MODIFYING THE SCOPE OF WORK IN THE PROFESSIONAL SERVICES AGREEMENT WITH COLUMBIA SAFETY, LLC FOR THE COVID-19 VACCINATION SITES. WHEREAS, the City of Pasco, Washington and Columbia Safety, LLC entered into a Professional Services Agreement to perform services and tasks related to COVID-19 community testing sites September 23,2020; and WHEREAS, it has been determined that the previous scope of work for testing needs to be modified to include vaccine site assistance; and WHEREAS, the City of Pasco, Washington will provide site command and assure safety for all personnel onsite; and WHEREAS, Columbia Safety, LLC will provide services for the registration, vaccination, and medical monitoring for the COVID-19 vaccination sites; and WHEREAS, on May 17, 2021, the City Council of the City of Pasco authorized the City Manager sign the modification of scope of work within the Columbia Safety, LLC Professional Services Agreement consistent with the terms discussed at that Regular Meeting subject to ratification by Council. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON: Section 1. That the City Council of the City of Pasco ratifies and approves of the terms and conditions of the modification to the Scope of Work within the Professional Services Agreement between the City of Pasco and Columbia Safety, LLC, as attached hereto and incorporated herein as Exhibit A. PASSED by the City Council of the City of Pasco, Washington this 17�h day of May, 2021. 174�--f � Saul Martinez Mayor ATTEST: APPRO TO FORM: De ra Barham, CMC Kerrson L C City Clerk City Attorney Resolution — PSA with Columbia Safety LLC for COVID-19 Vaccination Sites I W.4III :3am". SCOPE OF WORK Registration, Vaccinating and Monitoring Services COVID-19 Vaccination Sites 1.0 INTRODUCTION The World Health Organization (WHO) has declared the novel Coronavirus (COVID 19 or COVID) a worldwide pandemic. COVID 19 has demonstrated the capability to spread rapidly, leading to significant impacts on healthcare systems and causing societal disruption. The potential public health threat posed by COVIDI9 is high, both globally and to the United States. To respond effectively to the COVIDI9 outbreak, rapid detection of cases and contacts, appropriate clinical management and infection control, and implementation of community mitigation efforts are critical. To assure the early detection of allergic reaction in persons that have received the COVIDI9 Vaccination in Washington State, the Washington State Department of Health (DOH) is working with the City of Pasco and Benton -Franklin Community Partners (which collectively comprise the "COVID Community Vaccination Site Organization") to staff and operate multiple sites in the Columbia Basin area to vaccinate anyone who has eligibility to receive the COVID 19 vaccine. Under contract to the City of Pasco in Washington State, Columbia Safety, LLC, hereinafter referred to as "Consultant," will recruit, train and provide healthcare personnel and registration technicians including but not limited to Medical Observers to physically interact with vaccinated patients and accompanying individuals at the COVID Vaccination Sites (hereinafter, the "Vaccination Site"). 2.0 SCOPE OF WORK 2.1. Organization. 2.1.1 Site management and operational control of all vaccination activities at the Vaccination Sites will be performed by the City of Pasco (hereinafter, the "City"), a member of the Benton -Franklin Community Partners and the larger Vaccination Site. 2.1.2 At the Vaccination Site, the Consultant's staff will report to and coordinate their on-site activities with the Operations Chief or their designee. 2.1.3 The Consultant will have direction over their employees while on and off site. To include meals, breaks, hiring, training and termination. The City will advise the Consultant of the number of staff needed per day on a weekly basis. When possible, notification of any changes will be seven (7) days in advance. 2.2. Personnel. 2.2.1 The Consultant will train, qualify and provide an appropriate number of personnel to perform the following functions at the Vaccination Site. 2.2.1.1 Training Specialist, HR. They will be the Operations Chief s main point -of -contact for human resources concerns, including changes in staffing needs and resolution of any issues with the Vaccination Site staff. Page 11 2.2.1.2 Medical Observer. This person will be in direct on-site contact with the Operations Chief. Early recognition of anaphylaxis because anaphylaxis requires immediate treatment, diagnosis is primarily made based on recognition of clinical signs and symptoms, including: • Respiratory: sensation of throat closing, stridor (high-pitched sound while breathing), shortness of breath, wheeze, cough • Gastrointestinal: nausea, vomiting, diarrhea, abdominal pain • Cardiovascular: dizziness, fainting, tachycardia (abnormally fast heart rate), hypotension (abnormally low blood pressure) • Skin/mucosal: generalized hives, itching, or swelling of lips, face, throat Symptoms of anaphylaxis might be more difficult to recognize in persons with communication difficulties, such as long-term care facility residents with cognitive impairment, those with neurologic disease, or those taking medications that can cause sedation. Persons with communication difficulties should therefore be monitored closely for the signs and symptoms of anaphylaxis listed above after receiving an mRNA COVID-19 vaccine, and should also be monitored for more non-specific signs of possible anaphylaxis including flushing, sudden increase in secretions (from eyes, nose, or mouth), coughing, trouble swallowing, agitation, or acute change in mental status. Symptoms often occur within 15-30 minutes of vaccination, though it can sometimes take several hours for symptoms to appear. Early signs of anaphylaxis can resemble a mild allergic reaction, and it is often difficult to predict whether initial, mild symptoms will progress to become an anaphylactic reaction. In addition, not all symptoms listed above are necessarily present during anaphylaxis, and not all patients have skin reactions. Symptoms are considered generalized if there are generalized hives or more than one body system (e.g., cardiovascular, gastrointestinal) is involved. If a patient develops itching and swelling confined to the injection site, the patient should be observed closely for the development of generalized symptoms (beyond the recommended observation periods noted above, if necessary). If symptoms are generalized, epinephrine should be administered as soon as possible, emergency medical services should be contacted, and patients should be transferred to a higher level of medical care. In addition, patients should be instructed to seek immediate medical care if they develop signs or symptoms of an allergic reaction after their observation period ends and they have left the vaccination site. Management of anaphylaxis at a COVID-19 vaccination site. If anaphylaxis is suspected, take the following steps: Rapidly assess airway, breathing, circulation, and mentation (mental activity). Call for emergency medical services. Provide bi-lingual personnel to assist in the registration of individuals seeking vaccines. Page 12 Provide personnel approved by the Benton Franklin Medical Program Director (MPD) to vaccinate individuals. Provide personnel to monitor individuals for vaccine reactions and following MPD guidance to administer the appropriate care to those individuals displaying a reaction to the vaccine. 2.3. Training. 2.3.1 The Consultant will train and qualify all Vaccination Site staff in accordance with the COVID19 Training Guides provided by the Washington State Department of Health (DOH) and approved by local Medical Program Director. 2.3.2 Whenever a practice deficiency by a Vaccination Site staff member is reported to the Operations Chief, Training Specialist / HR or Lead, will immediately provide corrective instruction to the affected staff member(s) before permitting them to continue with vaccination activities. The Consultant will thereafter schedule and conduct remedial training for the affected staff member(s). 2.4. Equipment. 2.4.1 Personal Protective Equipment (PPE) and Sanitizing, Supplies. The City will provide Consultant with all essential and necessary PPE and sanitizing supplies for staff performing testing activities at the vaccination Site, including but not limited to N95 masks / KN95 masks, gloves, face shields, eye protection, gowns, hand sanitizer, sanitary wipes and cleaning solutions. 2.4.2 Testing_ Equipment and Related Articles. The City will provide Consultant with all essential and necessary equipment, including but not limited to IPAD, marker pens, highlighters, requisitions forms, computers, printer, and anything else needed to adequate perform their job. 2.4.3 Traffic Control Equipment and Related Articles. The City will provide the appropriate traffic control equipment and security personnel to assure the safety and security of Vaccination Site staff and patients, including marked lanes, cones, in place from the road to the site. Anything outside the site gates will be handled by the Police department. 2.4.4 Facilities. The City will provide bathroom facilities, break areas and parking for staff performing and/or supporting vaccination activities at the Vaccination Site. 2.5. Work Performance. 2.5.1 Vaccine Site Operations. Current operations at the at the Fair Grounds Vaccination Site are scheduled for Tuesday thru Saturday from 8:00 am to 4:30 pm. This Schedule is subject to change. When possible, notification of any change in schedule will be provided with seven (7) day notice to the Training Specialist / HR. Page 13 2.5.2 Current operations at the CBC West site are anticipated to be 7 days a week, 8:00 to 1700. 2.5.3 There will be delivery of multiple Mobile/Pop Up clinics with varying hours. 2.5.4 Performance Metrics. The City will advise the Consultant within twenty-four (24) Hours of any changes needed in performance of the Consultant. The City will work with the Consultant to make the changes needed to be able to perform the change under a reasonable time frame dependent on the scope of work that needs to be changed. 2.6. Meetings. 2.6.1 The Consultant will attend and actively participate (on-site or remotely by telecon) in the planning, status and performance review meetings conducted weekly or as otherwise established by the City. The intent of the meetings is to focus on the following: • Review the progress of the vaccination activities and affirm that it addresses the Scope of Work and supports the Project schedule; • Communicate and reinforce the City's expectations with respect to Scope of Work, quality, and procedural requirements; • Identify any risks and issues either party is or should be aware of (e.g., impacts to scope, schedule, costs, quality), and define risk mitigation and remediation plans, as required; • Review performance of the Consultant. 2.7. Reports and Reviews. 2.7.1 The Consultant will submit a bi-weekly report to the Finance Section Chief that includes basic staffing information, and accumulated costs. 2.7.2 The Training Specialist / HR will have a management meeting on-site with the City at the discretion of both the City and the Consultant to review and discuss the progress report and the performance of the Consultant's vaccination staff. 2.7.3 The Consultant will take immediate action to mitigate, remediate and/or correct any issues and/or concerns identified by the City, Operations Chief and/or Administrator. 2.8. Compensation. 2.8.1 Contract Type. The Contract is time and materials (T&M) with a not -to -exceed (NTE) ceiling. 2.8.2 Invoices. The Consultant will prepare and submit bi-weekly invoices to the City for work performed. Page 14 2.9. Interfaces. 2.9.1 Training Specialist / HR. The Training Specialist / HR chairs the Consultant's Project Team and manages the Project staff and activities for the Consultant. The Training Specialist / HR for the Project is Haylie Warren. 2.9.2 Operations Chief. The Operations Chief manages the Vaccination Site and has operational control over on-site testing activities.. 2.10. Issues and Concerns. 2.10.1 The Consultant will immediately inform the Operations Chief if and when it is determined that a problem is discovered that is not directly part of the Project's scope and/or could impact the Project's scope, quality, schedule and/or cost. 2.10.2 The Consultant will take immediate action to mitigate, remediate and/or correct any issues and/or concerns identified by the City, Operations Chief and/or Training Specialist / HR. 2.11. Modification. 2.11.1 Any modifications within the Project's scope, schedule and/or cost, such as change in daily staffing needs, can be directed by the Operations Chief. 2.11.2 Any modifications outside the Project's scope, schedule and/or cost must be mutually agreed upon by the Consultant and the City, and authorized by a written supplemental agreement approved by the City before the change is implemented. CITY OF PASCO, WASHINGTON Dave Zabell, City Manager COLUMBIA SAFETY, LLC Nathan Kennedy, Owner Payment Rates and Projected # of Maximum Personnel Job Title Employed By # of Personnel Hourly Rate OT Rate Scheduling/HR/Training Columbia Safety 1 $65.00 $97.50 Medical Observation Equipment Bag Columbia Safety Per day $60.00 Medical Observation Columbia Safety 2 $60.00 $90.00 Page 15