Application and Request for Proposal Packet for
Minnesota Immunization Information Connection (MIIC) Regional Services
MIIC Operations Unit
Vaccine Preventable Disease Section
August 31, 2015
Notice of intent due by: 4:00 p.m., October 1, 2015
Full proposal due by: 4:00 p.m., October 15, 2015
Minnesota Department of Health
MIIC Regional Services RFP
Table of Contents
Background ............................................................................................................................................... 3
A. Minnesota Immunization Information Connection (MIIC) ........................................................... 3
B. Funding Opportunity and Goals .................................................................................................... 3
C. Eligible Applicants ......................................................................................................................... 3
D. Timeline......................................................................................................................................... 4
E. RFP Cancellation............................................................................................................................ 4
F. Questions ...................................................................................................................................... 4
Grant Information ..................................................................................................................................... 5
A. Funding Information ..................................................................................................................... 5
B. Funding Restrictions...................................................................................................................... 5
Application Instructions ............................................................................................................................ 6
A. Notice of Intent ............................................................................................................................. 6
B. Proposal Requirements................................................................................................................. 6
Proposal Review and Award Process ........................................................................................................ 7
A. Minimum Requirements ............................................................................................................... 7
B. Proposal Review ............................................................................................................................ 7
C. Award and Execution of Grant Agreements ................................................................................. 7
General Information ................................................................................................................................. 8
A. Subcontracting .............................................................................................................................. 8
B. Disclaimer and Right of Refusal .................................................................................................... 8
C. Proposal Contents ......................................................................................................................... 8
D. Disposition of Responses .............................................................................................................. 9
E. Grant Agreement Terms and Conditions ...................................................................................... 9
F. Reimbursements ........................................................................................................................... 9
Appendices.............................................................................................................................................. 10
Appendix A. Proposed Regional Entity Duties ........................................................................................ 11
Appendix B. Proposed Regional Entity Indicators for Quarterly and Annual Progress Reporting.......... 16
Appendix C. Proposed MDH and DHS Funding by County ...................................................................... 18
Appendix D. Sample MDH Grant Agreement.......................................................................................... 21
Appendix E. MDH MIIC Support .............................................................................................................. 26
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Minnesota Department of Health
MIIC Regional Services RFP
Background
A. Minnesota Immunization Information Connection (MIIC)
The Minnesota Immunization Information Connection (MIIC) is Minnesota’s state immunization
information system (IIS). Implemented statewide in 2002, the web-based IIS now contains over 71
million immunization records for approximately 7.4 million persons. MIIC combines immunizations a
person has received into a single record, even if the shots were given by different health care providers
in the state. MIIC is available at no cost to authorized users, such as health care providers, hospitals,
public health agencies, pharmacies, schools, and child care providers.
MIIC is intended to provide an effective, comprehensive and sustainable immunization information
system in Minnesota that:
•
•
•
•
•
Supports improvement in immunization practice;
Rapidly and securely shares accurate and complete information among providers;
Protects the privacy of individuals;
Promotes shared responsibility of the network of immunization stakeholders - community and
statewide; and
Uses technology that is adaptive and flexible to meet the changing needs of the users.
B. Funding Opportunity and Goals
This Request for Proposal (RFP) outlines funding available through the Minnesota Department of Health
(MDH) and through the Minnesota Department of Human Services (DHS). Funding is available for
Community Health Boards (CHBs) to serve as a MIIC regional entity to provide technical support on the
use of MIIC, the uses for MIIC data and tools to improve immunization coverage in Minnesota, and to
conduct immunization outreach to targeted populations. A detailed description of proposed duties is
included in Appendix A.
MDH funding is made available through the United States Department of Health and Human Services
Centers for Disease Control and Prevention (CDC) cooperative agreement for immunization program
operations. DHS funding is made available through Medical Assistance (MA) administrative funding for
the Child and Teen Checkups Program (C&TC).
An RFP applicant will submit one application to MDH for the combined MDH and DHS funding for a 3year grant cycle beginning January 1, 2016 and ending December 31, 2018. Funding allocations will be
determined on an annual basis during the grant cycle.
C. Eligible Applicants
Eligible applicants are limited to CHBs able to act as a lead and fiscal agent (“regional entity”) for
administering the grant agreement and MIIC duties as outlined on behalf of member counties. Regional
entities must be comprised of at least two contiguous member counties if operating in the seven-county
metro or at least four contiguous member counties if operating outside the seven-county metro.
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Applicants must also commit to providing services included in RFP and eventual grant agreement
without requiring financial contributions from member counties. Lead agencies are not precluded from
collecting additional local funds, but member counties cannot be compelled to contribute to receive
services included in the eventual grant agreement.
As the lead and fiscal agent, the applicant will be responsible for ensuring the following if funded:
• Required duties associated with this grant are performed (Appendix A);
• Required evaluation and progress report data are reported as required (see Appendix B for
proposed indicators for quarterly and annual progress reporting);
• There is a governance structure in the region to ensure coordination and communication among
member counties/Community Health Boards; and
• Financial records are maintained and invoices are submitted as required.
D. Timeline
RFP Announcement and Proposal Published
Notices of Intent Due
Informational Webinar for Applicants
Proposal Questions Accepted Through
Full Proposals Due
Announcement of Final Funding Decisions
Grant Agreement Development
Grant Agreement Period Begins
Grant Agreement Period Ends
Funding Cycle Ends
August 31, 2015
October 1, 2015
September 28, 2015
October 9, 2015
October 15, 2015
October 23, 2015
October - December 31, 2015
January 1, 2016
December 31, 2018
December 31, 2018
E. RFP Cancellation
This RFP does not obligate the State to award a contract or complete the project described, and the
State reserves the right to cancel this solicitation if it is considered to be in its best interest.
F. Questions
Questions regarding this RFP will be accepted through October 9, 2015. Direct your questions to: Sudha
Setty at [email protected] and Jenevera Wolfe at [email protected]. Submit with
“MIIC RFP Question” in the subject line and your question(s) and phone number in the email body.
Other personnel are NOT authorized to discuss the RFP before the proposal submission deadline.
Contact regarding this RFP with any other MDH employee may result in disqualification.
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Minnesota Department of Health
MIIC Regional Services RFP
Grant Information
A. Funding Information
Grantees will receive funds for this work for 3 calendar years (January 1st, 2016 – December 31st, 2018).
Funding allocations will be determined on an annual basis during the grant cycle.
Total funding available statewide for calendar year 2016 is approximately $880,000, up to $951,000.
• MDH: Approximately $438,000, up to $509,000
• DHS: Approximately $442,000
MDH-sourced funding is based on a formula. Each regional entity will be awarded funds based on:
• Number of counties served,
• Population (US Census data 2013),
• Number of primary care providers (PCP), and
• Complete AFIX base requirement (30% of PCP).
• Additional funding is available for additional complete AFIX visits performed.
DHS-sourced funding for regional entities will be based on:
• Population of MA-eligible clients age 0-20 years.
See Appendix C for proposed MDH and DHS funding by county.
B. Funding Restrictions
MDH funds may not be used for staffing and/or systems to support:
• Handling of public data requests related to MIIC, including: public immunization record requests
and requests for individuals to limit their participation in MIIC.
• Supporting out-of-state partner organizations on their use of MIIC.
• Supporting health plans on their use of MIIC.
• Development, publication, and distribution of general/basic MIIC training and/or outreach
materials without consultation with MDH.
DHS-related funding restrictions:
• DHS-related funding can only support operations for children, birth through age 20, who are
enrolled in MA. Registries must certify that operational funds are available for and will be
expended at the same rate for children in the registry who are not enrolled in MA. Utilization of
other funding sources for the non-MA eligible populations must be reflected in the Budget Plan
and Invoices.
• Regional entities can claim the full DHS contracted amount only if the total registry budget is
spent. If the total expenditures for the calendar year were less than the total projected registry
budget, the regional entity must calculate the percentage rate of the total expenditures (divide
total expenditures by total registry budget) and use the percentage rate to determine the
contracted amount the regional entity can claim.
No portion of the MDH or DHS funds may be retained or used for any other purpose than as outlined in
the grant agreement or by any other entity if not previously approved by MDH.
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Minnesota Department of Health
MIIC Regional Services RFP
Application Instructions
This application process consists of two phases: A. Notice of Intent Submission and B. Proposal
Submission. Applicants must use forms and templates provided by MDH; these are available on the MIIC
RFP web page at: www.health.state.mn.us/divs/idepc/immunize/registry/rfp/index.html.
A. Notice of Intent
A Notice of Intent Form is required of any eligible entity interested in submitting a proposal. Submitting
a Notice of Intent does not mean that you must submit a full proposal; however, any application
received from an entity that did not submit a timely Notice of Intent may not be considered. Applicants
submitting a Notice of Intent will receive confirmation from MDH that the Notice of Intent was received.
Complete the Notice of Intent Form and submit to MDH by 4:00 p.m., October 1, 2015. Options for
submission include:
•
•
Mail to: Jenevera Wolfe, MIIC Operations Unit, Minnesota Department of Health, 625 Robert
Street North, P.O. Box 64975, St. Paul, Minnesota 55164-0975, or
Submit electronically to: Jenevera Wolfe at [email protected] and Sudha Setty at
[email protected]. Indicate “MIIC RFP Notice of Intent” in the subject line and attach
completed form.
B. Proposal Requirements
Applicants must submit the following completed forms/templates as part of their proposal:
• Completed Applicant Information Form,
• Completed Application Narrative,
• Completed Proposed Annual Staffing Plan Template, and a
• Completed Proposed Annual Budget Plan Template.
Proposals will not be considered complete without all of these forms included.
Complete the required forms/templates and submit to MDH by 4:00 p.m., October 15, 2015. Options
for submission include:
•
•
•
Mail one unbound original to: Jenevera Wolfe, MIIC Operations Unit, Minnesota Department of
Health, 625 Robert Street North, P.O. Box 64975, St. Paul, Minnesota 55164-0975, or
Hand or courier deliver one unbound original to: Jenevera Wolfe, MIIC Operations Unit,
Minnesota Department of Health, 625 Robert Street North, St. Paul, Minnesota 55155, or
Submit electronically to: Jenevera Wolfe at [email protected] and Sudha Setty at
[email protected]. Indicate “MIIC RFP Proposal Submission” in the subject line and
attach completed forms/templates.
Applicants submitting Proposals will receive confirmation from MDH that the Proposal was received. All
submissions are final. Full and complete proposals not received by the deadline outlined above will NOT
be considered. MDH will not be responsible for a proposal lost in transit by any carrier or for any
proposal delivered late by the carrier.
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Minnesota Department of Health
MIIC Regional Services RFP
Proposal Review and Award Process
All proposals received on or before the deadline will be reviewed by MDH Immunization Program staff.
Proposals will first be reviewed for responsiveness to determine if the minimum requirements have
been met.
A. Minimum Requirements
The following will be considered on a pass/fail basis:
• Proposal received on or before due date and time specified in this solicitation.
• Applicant is a Community Health Board.
• Applicant meets eligibility requirements.
• Applicant submitted a Proposal that included all required components and forms:
o Applicant Information Form,
o Application Narrative,
o Proposed Annual Staffing Plan Template, and a
o Proposed Annual Budget Plan Template.
B. Proposal Review
Proposals meeting minimum requirements will advance to the next phase of the review. A 100-point
scale will be used to create the final evaluation recommendations. The factors and weighting on which
proposals will be reviewed include:
• Application Narrative (40 points): Expressed approach for assuring duties and tasks are
completed.
• Staffing Plan (30 points): Qualifications/experience of personnel working on the project.
Regional entities with a staff/staff members that have the previous experience in the following
areas will be highly scored:
o Immunization and/or vaccine preventable diseases,
o Health informatics and data management,
o Quality improvement projects, processes, and principles of application, and/or
o Active outreach and training experience with health care providers, specifically primary
care clinics and medical homes.
• Budget (30 points)
The review process is expected to be completed by the week of October 19, 2015. The announcement of
final funding decisions is expected to take place on October 23, 2015. All decisions are final. MDH
reserves the right to negotiate changes to the proposals submitted.
C. Award and Execution of Grant Agreements
Selected applicants will enter into a grant agreement with MDH. A sample MDH grant agreement can be
found in Appendix D. The grant agreement will also include specific duties required of MIIC regional
entities. MDH will provide continuous support for grantees throughout the grant cycle; additional detail
on MDH support of MIIC is included in Appendix E.
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MIIC Regional Services RFP
General Information
A. Subcontracting
Applicants may work with a subcontractor to perform required grant duties. Applicants that plan to
subcontract RFP duties to another organization must make that intention clear in the proposal
submission materials.
Applicants must identify any subcontracts that will occur as part of carrying out the duties of this grant
program in the Contractual Services budget line item in your proposed budget. The use of contractual
services is subject to State review and may change based on final work plan and budget negotiations
with selected grantees. Applicant responses must include:
• Description of services to be contracted for;
• Anticipated contractor/consultant’s name (if known) or selection process to be used;
• Length of time the services will be provided; and
• Total amount to be paid to contractor.
The Grantee is responsible for holding any subcontracting entities to the same standards required of the
grantee.
• The Grantee remains solely responsible for the satisfactory performance of all grant duties and
ensures that all costs billed against the grant are allowable costs.
• The Grantee must follow its standard procurement practices prior to entering into subcontracts.
• Specific procurement rules must be followed for subcontracts in excess of $150,000.
• Subcontractors may not be selected if listed on the state or federal prohibited vendors list.
• The Grantee is responsible for all reports, supporting documentation, deliverables and other
items required by the grant contract.
• The Grantee is responsible for ensuring that any subcontracting entities comply with the
Minnesota Government Data Practices Act (Minnesota Statutes Chapter 13) as it applies to all
data created, gathered, generated or acquired under your grant agreement.
B. Disclaimer and Right of Refusal
This RFP does not obligate MDH to complete the RFP process or to enter into grant agreements.
Applicants responding to the RFP assume all risk and costs associated with the submission of their
proposals.
MDH reserves the right to withhold the distribution of funds in cases where proposals submitted do not
meet the necessary criteria and the proposed projects do not meet the MDH and DHS needs. These
funds would then be set aside to ensure those needs are met through an alternative method. Any
awarding of final grant agreements as a result of this RFP process is subject to final approval by the
Commissioner of Health.
C. Proposal Contents
By submission of a proposal, Responder warrants that the information provided is true, correct and
reliable for purposes of evaluation for potential grant contract award. The submission of inaccurate or
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misleading information may be grounds for disqualification from the award as well as subject the
responder to suspension or debarment proceedings as well as other remedies available by law.
D. Disposition of Responses
All materials submitted in response to this RFP will become property of the State and will become public
record in accordance with Minnesota Statutes, section 13.599, subdivision 3, after the evaluation
process is completed. Pursuant to the statute, completion of the evaluation process occurs when the
government entity has completed negotiating the grant agreement with the selected grantees. If a
Responder submits information in response to this RFP that it believes to be trade secret materials, as
defined by the Minnesota Government Data Practices Act, Minnesota Statute section 13.37, the
Responder must:
• Clearly mark all trade secret materials in its response at the time the response is submitted,
• Include a statement with its response justifying the trade secret designation for each item, and
• Defend any action seeking release of the materials it believes to be trade secret, and indemnify
and hold harmless the State, its agents and employees, from any judgments or damages
awarded against the State in favor of the party requesting the materials, and any and all costs
connected with that defense. This indemnification survives the State’s award of a contract. In
submitting a response to this RFP, the Responder agrees that this indemnification survives as
long as the trade secret materials are in possession of the State.
The State will not consider any budget items submitted by the Responder to be proprietary or trade
secret materials.
E. Grant Agreement Terms and Conditions
You should be aware of MDH’s standard grant agreement terms and conditions in preparing your
response. A sample MDH standard grant agreement is included in Appendix D. Much of the language
reflected in the grant agreement is required by statute. If you take exception to any of the terms,
conditions or language in the grant agreement, you must indicate those exceptions in your response to
the RFP; certain exceptions may result in your proposal being disqualified from further review and
evaluation. Only those exceptions indicated in your response to the RFP will be available for discussion
or negotiation.
F. Reimbursements
Reimbursement for travel and subsistence expenses actually and necessarily incurred by the contractor
as a result of the contract will be in no greater amount than provided in the current "Commissioner’s
Plan” promulgated by the commissioner of Employee Relations. Reimbursements will not be made for
travel and subsistence expenses incurred outside Minnesota unless it has received the State’s prior
written approval for out of state travel. Minnesota will be considered the home state for determining
whether travel is out of state
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Appendices
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Appendix A. Proposed Regional Entity Duties
MDH-funded regional duties include:
1. Conduct active outreach and training and provide technical assistance to all primary care clinics
within the region on immunization assessment, outreach, and improvement using MIIC data and
tools.
a. Cultivate and maintain relationships with immunization contacts at primary care clinics
for purposes of utilizing MIIC data and tools to improve clinic immunization rates.
b. Actively recruit non-participating primary care clinics to participate in MIIC; participation
including submission of site-specific data and maintenance of MIIC users to access MIIC
functionality.
c. Provide assistance in assessing and improving the quality of primary care clinics’ MIIC
data and ensuring that these primary care clinics have high-quality MIIC data.
i. Work with clinics to ensure that MIIC-based reports are as accurate and
complete as possible.
ii. Monitor reports on data quality, participation, and provider activity and perform
outreach to clinics to follow up on issues as necessary.
iii. Follow-up with clinics to resolve issues related to data accuracy, completeness,
and/or timeliness.
iv. Respond to requests from clinics on data quality issues.
v. Notify MDH of data quality issues that are unresolved and/or trends in data
quality issues encountered.
d. Conduct regular outreach to contacts at primary care clinics to inform them of MIIC data
and tools to support immunization assessment, outreach, and improvement.
i. Provide at least annual updates to clinic contacts to notify them of their MIIC
immunization assessment rates among children, adolescent, and adults (as
appropriate depending on patient population), provide them with the MIIC
assessment report(s), and inform them of methods for improving the quality of
their MIIC data and their immunization rates.
ii. Conduct outreach and training and provide assistance to clinics on improving
their MIIC immunization rates, i.e., managing their MIIC patient populations,
data quality initiatives, reminder/recall work, etc.
iii. Monitor clinics’ assessment rates over time.
e. Assist clinics in their use of MIIC to conduct reminder/recall and/or routine
immunization monitoring.
f. Provide data, tools, education, and training to assist primary care clinics in responding to
vaccine preventable disease outbreaks.
2. Administer the Federal Assessment, Feedback, Incentives, and Information Exchange (AFIX)
Program to AFIX-eligible primary care clinics in the Region, according to State and Federal
guidelines.
a. Work with MDH to determine list of AFIX-eligible primary care clinics to target for AFIX
each calendar year.
b. Ensure that a minimum of 30% of AFIX-eligible primary care clinics receive complete
AFIX visits each calendar year; Complete AFIX consists of the following components:
i. Pre-visit data quality assessment and improvement to ensure that MIIC
assessment data is as complete and accurate as possible. This should include
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attempts to help the clinic identify their active patient population(s) and remove
MIIC-clinic associations for children and adolescents no longer seen by the clinic.
ii. Initial feedback visit (in person visit to clinic) to review and discuss childhood
and/or adolescent immunization rates (depending on patient population) and
clinic immunization quality improvement (QI) objectives, and
iii. Follow-up visit 3-6 months after initial visit (in person visit or structured
webinar/conference call) to review and discuss childhood and/or adolescent
immunization rates and change from initial visit, status of clinics’ QI objectives.
iv. If clinic has not initiated QI objectives, subsequent follow-up is required.
c. Ensure regional compliance with MDH and CDC AFIX guidelines (see CDC AFIX Policy and
Procedures Guide at: www.cdc.gov/vaccines/programs/afix/downloads/standardsguide.pdf.)
d. Ensure timely reporting of all AFIX visit data and reports to MDH.
3. Conduct active outreach and training and provide technical assistance to local public health and
other CHBs in the region on immunization assessment, outreach, and improvement for public
health clinics as well as County/CHB population using MIIC data and tools.
a. Cultivate and maintain relationships with immunization contacts in local public health
for purposes of utilizing MIIC data and tools to improve immunization rates among
public health clinic population and among the county/community health board
population.
b. Actively recruit non-participating local public health organizations to participate in MIIC;
participation including submission of site-specific data and maintenance of MIIC users to
access MIIC functionality.
c. Provide assistance in assessing and improving the quality of county’s population-based
MIIC data and ensuring high-quality MIIC data.
i. Work with LPH to ensure that MIIC-based data and reports are as accurate and
complete as possible.
ii. Monitor reports on data quality, participation, and provider activity and perform
outreach to LPH to follow up on issues as necessary.
iii. Follow-up with LPH to resolve issues related to data accuracy, completeness,
and/or timeliness.
iv. Respond to requests from LPH on data quality issues.
v. Notify MDH of data quality issues that are unresolved and/or trends in data
quality issues encountered.
d. Conduct regular outreach to contacts within local public health to inform them of MIIC
data and tools to support immunization assessment, outreach, and improvement.
i. Provide quarterly updates to county contacts to notify them of their MIIC
immunization assessment rates among children, adolescent, and adults, and
inform them of methods for improving their rates.
ii. Conduct outreach to educate contacts on factors influencing MIIC-based
immunization rates and methods for addressing.
iii. Conduct outreach and training and provide assistance to counties on improving
their MIIC immunization rates, i.e., managing their MIIC patient populations,
data quality initiatives, reminder/recall work, etc.
iv. Monitor population-based assessment rates among LPH and CHBs over time.
e. Assist LPH in their use of MIIC to conduct reminder/recall and routine immunization
monitoring.
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f.
Coordinate and collaborate with county and CHB efforts for emergency planning around
immunization and vaccine-preventable disease outbreak response.
g. Provide data, tools, education, and training to assist counties and CHBs in responding to
vaccine preventable disease outbreaks.
4. Participate in the regional and state management of MIIC and ensure regional staff remain up to
date on immunization and vaccine-preventable disease topics.
a. Maintain staff responsible for completing duties as outlined in the eventual grant
agreement.
i. Designate a lead MIIC regional coordinator, responsible for interfacing with
MDH regarding the duties and activities under the eventual grant agreement.
ii. Ensure regional coverage for duties as outlined in the eventual grant
agreement; notify MDH if region is expected to be without coverage for main
duties for a period of longer than 5 business days.
iii. Notify MDH of significant changes in the Annual Staffing Plan.
b. Ensure appropriate privacy protections and data security.
c. Execute and comply with a current MIIC Regional Entity Data Use Agreement with MDH.
d. Work with MDH to participate in the overall management of MIIC.
i. Actively participate in ongoing MDH meetings related to regional coordinating
duties. Including but not limited to:
1. Monthly MIIC Operations conference call/webinars
2. Monthly MIIC Change Management conference calls/webinars
3. In-person MIIC Operations meetings, to be held at MDH Freeman Office
Building three times a year.
ii. Actively participate in planning and designing MIIC application enhancements
and changes.
iii. Participate in the development and review of MIIC-related promotional and
training materials.
e. Develop and/or maintain a robust regional governance body to provide oversight of
regional MIIC duties.
i. Ensure that the board/governing body is comprised of at least one
representative appointed by each participating county.
ii. Ensure that local/regional policies and procedures are consistent with statewide
MIIC standards and policies.
iii. Ensure that local/regional work plans reflect duties outlined in the eventual
grant agreement.
iv. Ensure regular communications among board/governance body and staff
around MIIC regional entity duties and progress.
f. Ensure that the appropriate regional representative(s) attend and participate in the
following trainings and meetings:
i. Monthly MDH Immunization Program monthly conference calls with local public
health.
ii. Annual AFIX training on performing AFIX visits, MIIC functionality, and strategies
for AFIX outreach.
iii. Other MDH Immunization Program conferences and events (e.g., Got Your Shots
Immunization Conference) as scheduled.
5. Work closely with MDH to enroll and provide support to non-primary care, non-CHB/LPH
partner organizations on their use of MIIC.
Note: this duty is secondary to MDH regional duties 1-4 outlined above.
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a. Work with MDH to conduct outreach to non-participating organizations.
b. Respond to partner organizations basic queries about MIIC and MIIC participation.
c. Direct partner organizations to resources available on MDH MIIC website and MDH MIIC
Partner Help Desk.
DHS-funded regional duties include:
6. Conduct annual, centralized, population-based immunization recall to medical assistance (MA)eligible not up-to-date children and adolescents using MIIC data and tools.
a. Recall efforts should be designed to improve:
i. Childhood series (4 or more doses of diphtheria, tetanus, and pertussis, 3 or
more doses of polio, 1 or more doses of measles, mumps, rubella, complete
Haemophilus influenzae type b, 3 or more doses of hepatitis B, 1 or more doses
of varicella, complete pneumococcal conjugate; or 4:3:1:3:3:1:4) up-to-date
rates among MA-eligible children by age 36 months and
ii. Adolescent series (3 doses of human papillomavirus, 1 dose of tetanus,
diphtheria, and acellular pertussis, and 1 dose of meningococcal vaccine; or
3:1:1) up-to-date rates among MA-eligible adolescents age 13 through 17 years.
b. At the beginning of each calendar year, work with MDH to identify appropriate MAeligible child and adolescent outreach cohorts.
i.
Recall should be targeted within these populations:
1. Children age 19 through 23 months not-up-to-date for the 4:3:1:3:3:1:4
series.
2. Adolescents age 13 through 16 years not-up-to-date for the 3:1:1 series.
ii. The number of clients in the child and adolescent cohorts combined should
meet annual minimum outreach requirements.
c. For each cohort:
i. Perform data quality checks to ensure cohorts are appropriate and high-quality.
Finalize number of clients to be included in child and adolescent reminder/recall
efforts.
ii. Produce three rounds of notices. Clients remaining not-up-to-date should be
included in the second and third rounds.
iii. For each round of reminder/recall notices, ensure outreach to the
client/parent/guardian conveys the following information:
1. Client-specific immunization history and forecast
2. Information on opting out of future notices
3. Current version of the Are Your Kids Ready/When to Get Vaccines
educational fact sheet [to be provided by MDH]
4. Information on regional free/low-cost vaccine clinics [optional]
ii. Process returned mail appropriately and ensure that MIIC client and
immunization data are updated as a result of the each outreach attempt.
iv. Ensure timely and complete reporting of reminder/recall outreach activities to
MDH.
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Reporting and invoicing requirements:
7. Follow the reporting and invoicing requirements noted below:
Grant Year:
Requirement:
Regional Entity
MIIC Data Use
Agreement
Annual Budget Plan
Annual Staffing Plan
Annual Work Plan
Quarterly Progress
Report and
Quarterly Invoice
Annual Report
Year 1 – 2016
Year 2 – 2017
Year 3 – 2018
10/7/16
10/7/16
1/1/17
Q1: 4/28/17
Q2: 7/31/17
Q3: 10/31/17
Q4: 1/31/18
1/31/18
10/6/17
10/6/17
1/1/18
Q1: 4/30/18
Q2: 7/31/18
Q3: 10/31/18
Q4: 1/31/19
1/31/19
1/1/16
1/1/16
1/1/16
1/1/16
Q1: 4/29/16
Q2: 7/29/16
Q3: 10/31/16
Q4: 1/31/17
1/31/17
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Appendix B. Proposed Regional Entity Indicators for Quarterly and Annual Progress Reporting
Regional Duty
1. Conduct Active Outreach and
Training and Provide Technical
Assistance to All Primary Care Clinics
in the Region on Immunization
Assessment, Outreach, and
Improvement using MIIC Data and
Tools.
Leading Indicators – to be Reported Quarterly
• Number/percent of primary care providers
fully participating in MIIC.
• Names and barriers for clinics not fully
participating.
• Active outreach to primary care clinics on
MIIC data and tools: names of clinics
receiving outreach, type of
training/outreach, focus of training/
outreach, number of staff reached.
2. Administer the Federal Assessment,
Feedback, Incentives, and
Information Exchange (AFIX)
Program to AFIX-Eligible Primary
Care Clinics in the Region, According
to State and Federal Guidelines.
• Names of AFIX-eligible primary care clinics
receiving AFIX visit components and
components completed: pre-visit, initial visit,
follow-up, and subsequent follow-up.
3. Conduct Active Outreach and
Training and Provide Technical
Assistance to All Local Public Health
and CHBs in the Region on
Immunization Assessment,
Outreach, and Improvement for PH
Clinics as well as County/CHB
Population using MIIC Data and
Tools.
• Number/percent of local public health
organizations fully participating in MIIC.
• Names and barriers for LPH not fully
participating.
• Active outreach to LPH/CHBs on MIIC data
and tools: names of LPH organizations
receiving outreach, type of
training/outreach, focus of
training/outreach, number of staff reached.
Lagging Indicators – to be Reported Annually
• Notification procedures and protocol for
informing primary care clinics on MIICbased immunization rates.
• Change in MIIC immunization rates
among primary care clinics in the region.
o Children 24 through 35 months up
to date by 24 months for the
childhood series
o Adolescents 13 through 17 years up
to date for the adolescent series
o Adults up to date for adult vaccines
• Number/percent of AFIX-eligible primary
care clinics receiving complete AFIX.
• Change in immunization rates among
AFIX-eligible primary care clinics receiving
complete AFIX visits (as measured by
change in initial report data to follow-up
report data).
• Notification procedures and protocol for
informing LPH and CHBs on MIIC
population-based immunization rates.
• Change in MIIC population-based
immunization rates among counties in
region.
o Children 24 through 35 months up
to date by 24 months for the
childhood series
o Adolescents 13 through 17 years up
to date for the adolescent series
16 | P a g e
Minnesota Department of Health
Regional Duty
MIIC Regional Services RFP
Leading Indicators – to be Reported Quarterly
4. Participate in the Regional and State
Management of MIIC and Ensure
Regional Staff Remain Up to Date on
Immunization and VaccinePreventable Disease Topics.
• Staff participation in MDH-led regional
meetings.
• Participation in regional governance
meetings.
5. Work Closely with MDH to Enroll
and Provide Support to All NonPrimary Care, Non-CHB/LPH Partner
Organizations in the Region on their
Use of MIIC.
6. Conduct Annual, Centralized,
Population-Based Immunization
Recall to Medical Assistance (MA)Eligible Not Up-to-Date Children and
Adolescents Using MIIC Data and
Tools.
• MIIC participation rates among non-primary
care and non-public health organization
types.
• Known barriers for those with lapsed
participation or those not participating.
• Reminder/recall outreach activities:
o Number of clients receiving
reminder/recall outreach.
o Number of mailings sent and return
mail received.
Lagging Indicators – to be Reported Annually
o Adult up to date rates for adult
vaccines.
• MIIC immunization rates among child and
adolescent reminder/recall cohorts.
17 | P a g e
Minnesota Department of Health
MIIC Regional Services RFP
Appendix C. Proposed MDH and DHS Funding by County
Note: Additional detail on the proposed funding is available on the MIIC RFP web page at:
www.health.state.mn.us/divs/idepc/immunize/registry/rfp/index.html.
MDH
County
AITKIN
ANOKA
BECKER
BELTRAMI
BENTON
BIG STONE
BLUE EARTH
BROWN
CARLTON
CARVER
CASS
CHIPPEWA
CHISAGO
CLAY
CLEARWATER
COOK
COTTONWOOD
CROW WING
DAKOTA
DODGE
DOUGLAS
FARIBAULT
FILLMORE
FREEBORN
GOODHUE
GRANT
HENNEPIN
HOUSTON
HUBBARD
ISANTI
Total
$ 2,164.84
$ 15,440.68
$ 2,514.62
$ 4,463.40
$ 1,934.28
$ 1,952.44
$ 6,560.56
$ 2,656.64
$ 2,859.20
$ 6,611.24
$ 5,971.10
$ 2,091.86
$ 3,775.22
$ 5,613.22
$ 1,476.76
$ 1,404.00
$ 2,932.32
$ 4,114.16
$ 23,070.18
$ 1,556.98
$ 3,580.90
$ 3,133.82
$ 3,116.70
$ 2,618.96
$ 5,329.28
$ 2,269.78
$ 82,075.56
$ 3,075.98
$ 1,713.16
$ 1,914.08
DHS
Total
potential (if
additional
AFIX
performed)
$2,364.84
$17,240.68
$2,714.62
$5,063.40
$2,134.28
$2,152.44
$7,560.56
$3,256.64
$3,459.20
$7,811.24
$7,171.10
$2,291.86
$4,175.22
$6,413.22
$1,876.76
$1,804.00
$3,332.32
$4,714.16
$26,670.18
$1,756.98
$4,180.90
$3,733.82
$3,516.70
$3,018.96
$6,129.28
$2,869.78
$95,675.56
$3,475.98
$2,113.16
$2,114.08
MDH and DHS Combined
Total
Total
$ 1,473.84
$ 3,638.68
$ 25,750.80 $ 41,191.48
$ 3,879.64
$ 6,394.26
$ 6,582.60 $ 11,046.00
$ 3,357.08
$ 5,291.36
$
384.56
$ 2,337.00
$ 4,452.80 $ 11,013.36
$ 1,758.12
$ 4,414.76
$ 2,834.52
$ 5,693.72
$ 3,829.96 $ 10,441.20
$ 3,747.16
$ 9,718.26
$ 1,295.36
$ 3,387.22
$ 3,419.64
$ 7,194.86
$ 4,887.04 $ 10,500.26
$
991.76
$ 2,468.52
$
433.32
$ 1,837.32
$ 1,247.52
$ 4,179.84
$ 5,914.68 $ 10,028.84
$ 26,383.76 $ 49,453.94
$ 1,626.56
$ 3,183.54
$ 2,728.72
$ 6,309.62
$ 1,324.80
$ 4,458.62
$ 1,515.24
$ 4,631.94
$ 2,917.32
$ 5,536.28
$ 2,691.92
$ 8,021.20
$
593.40
$ 2,863.18
$ 99,361.84 $ 181,437.40
$ 1,104.00
$ 4,179.98
$ 2,177.64
$ 3,890.80
$ 3,344.20
$ 5,258.28
Total
potential (if
additional
AFIX
performed)
$3,838.68
$42,991.48
$6,594.26
$11,646.00
$5,491.36
$2,537.00
$12,013.36
$5,014.76
$6,293.72
$11,641.20
$10,918.26
$3,587.22
$7,594.86
$11,300.26
$2,868.52
$2,237.32
$4,579.84
$10,628.84
$53,053.94
$3,383.54
$6,909.62
$5,058.62
$5,031.94
$5,936.28
$8,821.20
$3,463.18
$195,037.40
$4,579.98
$4,290.80
$5,458.28
18 | P a g e
Minnesota Department of Health
ITASCA
JACKSON
KANABEC
KANDIYOHI
KITTSON
KOOCHICHING
LAC QUI PARLE
LAKE
LAKE OF THE
WOODS
LE SUEUR
LINCOLN
LYON
MCLEOD
MAHNOMEN
MARSHALL
MARTIN
MEEKER
MILLE LACS
MORRISON
MOWER
MURRAY
NICOLLET
NOBLES
NORMAN
OLMSTED
OTTER TAIL
PENNINGTON
PINE
PIPESTONE
POLK
POPE
RAMSEY
RED LAKE
REDWOOD
RENVILLE
RICE
ROCK
ROSEAU
SAINT LOUIS
SCOTT
SHERBURNE
$
$
$
$
$
$
$
$
$
MIIC Regional Services RFP
3,611.28
2,205.20
1,469.92
3,848.20
1,390.06
2,264.12
2,140.54
1,515.54
1,078.58
$4,011.28
$2,605.20
$1,669.92
$4,648.20
$1,790.06
$2,664.12
$2,540.54
$1,915.54
$1,078.58
$ 2,706.20
$ 3,116.60
$ 2,509.74
$ 2,868.36
$ 1,960.64
$ 1,338.50
$ 2,558.44
$ 3,312.38
$ 3,216.66
$ 2,657.44
$ 3,636.54
$ 1,470.66
$ 2,810.64
$ 2,432.34
$ 1,432.62
$ 8,234.52
$ 5,851.62
$ 2,432.36
$ 2,582.08
$ 2,035.40
$ 5,031.38
$ 2,368.64
$ 34,484.28
$ 1,931.14
$ 2,464.88
$ 2,303.32
$ 4,850.98
$ 1,340.40
$ 2,160.40
$ 19,610.80
$ 8,294.64
$ 5,353.16
$3,306.20
$3,916.60
$2,909.74
$3,468.36
$2,160.64
$1,538.50
$3,158.44
$3,912.38
$3,616.66
$3,057.44
$4,236.54
$1,870.66
$3,410.64
$2,832.34
$1,832.62
$9,234.52
$7,051.62
$3,032.36
$2,982.08
$2,235.40
$5,831.38
$2,968.64
$39,884.28
$2,131.14
$3,064.88
$2,703.32
$5,450.98
$1,540.40
$2,360.40
$23,210.80
$9,694.64
$5,953.16
$
$
$
$
$
$
$
$
$
4,316.64
789.36
1,694.64
4,899.00
362.48
1,147.24
491.28
732.32
356.04
$
$
$
$
$
$
$
$
$
$ 2,081.04
$
396.52
$ 2,392.00
$ 2,633.04
$ 1,040.52
$
589.72
$ 1,815.16
$ 1,911.76
$ 2,782.08
$ 3,074.64
$ 4,162.08
$
625.60
$ 2,254.92
$ 2,898.00
$
751.64
$ 10,643.48
$ 4,926.60
$ 1,012.92
$ 2,855.68
$ 1,036.84
$ 2,876.84
$
858.36
$ 62,405.44
$
326.60
$ 1,360.68
$ 1,495.00
$ 5,137.28
$
720.36
$
974.28
$ 14,873.64
$ 7,637.84
$ 6,099.60
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
7,927.92
2,994.56
3,164.56
8,747.20
1,752.54
3,411.36
2,631.82
2,247.86
1,434.62
$8,327.92
$3,394.56
$3,364.56
$9,547.20
$2,152.54
$3,811.36
$3,031.82
$2,647.86
$1,434.62
4,787.24
$5,387.24
3,513.12
$4,313.12
4,901.74
$5,301.74
5,501.40
$6,101.40
3,001.16
$3,201.16
1,928.22
$2,128.22
4,373.60
$4,973.60
5,224.14
$5,824.14
5,998.74
$6,398.74
5,732.08
$6,132.08
7,798.62
$8,398.62
2,096.26
$2,496.26
5,065.56
$5,665.56
5,330.34
$5,730.34
2,184.26
$2,584.26
18,878.00 $19,878.00
10,778.22 $11,978.22
3,445.28
$4,045.28
5,437.76
$5,837.76
3,072.24
$3,272.24
7,908.22
$8,708.22
3,227.00
$3,827.00
96,889.72 $102,289.72
2,257.74
$2,457.74
3,825.56
$4,425.56
3,798.32
$4,198.32
9,988.26 $10,588.26
2,060.76
$2,260.76
3,134.68
$3,334.68
34,484.44 $38,084.44
15,932.48 $17,332.48
11,452.76 $12,052.76
19 | P a g e
Minnesota Department of Health
SIBLEY
STEARNS
STEELE
STEVENS
SWIFT
TODD
TRAVERSE
WABASHA
WADENA
WASECA
WASHINGTON
WATONWAN
WILKIN
WINONA
WRIGHT
YELLOW
MEDICINE
MN
MIIC Regional Services RFP
$ 1,601.44
$ 10,991.84
$ 3,579.30
$ 2,194.70
$ 1,490.92
$ 2,337.64
$ 2,218.90
$ 2,428.86
$ 2,126.08
$ 2,231.96
$ 13,882.06
$ 2,072.74
$ 1,131.14
$ 3,174.64
$ 7,969.40
$ 2,052.86
$2,001.44
$12,791.84
$4,179.30
$2,594.70
$1,890.92
$2,537.64
$2,818.90
$2,828.86
$2,326.08
$2,431.96
$16,082.06
$2,272.74
$1,131.14
$3,774.64
$9,169.40
$2,252.86
$ 438,357.60
$509,357.60
$ 1,224.52
$ 12,318.80
$ 3,335.92
$
564.88
$
957.72
$ 2,311.96
$
329.36
$ 1,345.96
$ 1,592.52
$ 1,564.00
$ 11,436.52
$ 1,184.04
$
587.88
$ 3,036.92
$ 7,895.44
$
835.36
$ 441,970.76
$ 2,825.96
$ 23,310.64
$ 6,915.22
$ 2,759.58
$ 2,448.64
$ 4,649.60
$ 2,548.26
$ 3,774.82
$ 3,718.60
$ 3,795.96
$ 25,318.58
$ 3,256.78
$ 1,719.02
$ 6,211.56
$ 15,864.84
$ 2,888.22
$3,225.96
$25,110.64
$7,515.22
$3,159.58
$2,848.64
$4,849.60
$3,148.26
$4,174.82
$3,918.60
$3,995.96
$27,518.58
$3,456.78
$1,719.02
$6,811.56
$17,064.84
$3,088.22
$ 880,328.36
$951,328.36
20 | P a g e
Minnesota Department of Health
MIIC Regional Services RFP
Appendix D. Sample MDH Grant Agreement
Community Health Board Grant Project Agreement
This Grant Project Agreement, and amendments and supplements, is between the State of Minnesota,
acting through its Commissioner of Health ( “STATE”) and Insert Community Health Board Name, an
independent organization, not an employee of the State of Minnesota, address Insert Grantee Address,
(“GRANTEE”).
1. Under Minnesota Statutes 144.0742, the STATE is empowered to enter into a contractual agreement
for the provision of statutorily prescribed public health services;
2. The STATE and the GRANTEE have entered into Master Grant Contract number Insert Master Grant
Contract number for this Community Health Board (“Master Grant Contract”) effective January 1,
2015 or subsequent Master Grant Contracts and amendments and supplements thereto;
3. The STATE, pursuant to Minnesota Statutes Insert the authorizing statute or legislation is
empowered to Give a brief description of the purpose of this grant program; and
4. The GRANTEE represents that it is duly qualified and willing to perform the duties described in this
grant project agreement to the satisfaction of the STATE. Pursuant to Minnesota Statutes Section
16B.98, subdivision 1, the GRANTEE agrees to minimize administrative costs as a condition of this
grant.
NOW, THEREFORE, it is agreed:
1. Incorporation of Master Grant Contract. All terms and conditions of the Master Grant Contract are
hereby incorporated by reference into this grant project agreement.
2. Term of Agreement.
2.1 Effective date. This grant project agreement shall be effective on Spell out full date, e.g., January
1, 2015, or the date the STATE obtains all required signatures under Minnesota Statutes 16B.98.
Subd. 5(a), whichever is later. The GRANTEE must not begin work until this contract is fully
executed and the State’s Authorized Representative has notified the GRANTEE that work may
commence.
2.2 Expiration date. Spell out full date, e.g., December 31, 2015, or until all obligations have been
fulfilled to the satisfaction of the STATE, whichever occurs first, except for the requirements
specified in this grant project agreement with completion dates which extend beyond the
termination date specified in this sentence.
3. Grantee’s Duties and Responsibilities. The GRANTEE shall:
• List the grantee duties OR attach additional pages if necessary, using the following language,
“complete the duties set forth in Exhibit A, which is attached and incorporated in this grant
project agreement.” Include all programmatic terms and conditions in this section, including
program specific or federal requirements not covered by the master grant contract that were
formerly included in any assurances and agreements documents used with the CHB.
4. Consideration and Payment.
21 | P a g e
Minnesota Department of Health
MIIC Regional Services RFP
4.1 Consideration. The STATE will pay for all services performed by the GRANTEE under this grant
project agreement as follows:
(a) Compensation. The GRANTEE will be paid Explain how the Grantee will be paid. For example: “an
hourly rate of $0.00 up to a maximum of X hours, not to exceed $0.00 and travel costs not to exceed
$0.00,” Or, if you are using a breakdown of costs as an attachment, use the following language,
“according to the breakdown of costs contained in Exhibit B, which is attached and incorporated
into this agreement.”
(b) Total Obligation. The total obligation of the STATE for all compensation and reimbursements to
the GRANTEE under this grant project agreement will not exceed Total amount of grant agreement
award in words dollars ($0.00) Insert amount in numerals.
(c) Budget Modifications. If you choose not to allow budget modifications, insert the following
condition for budget modifications. If not applicable, please delete this entire paragraph.
Modifications greater than 10 percent of any budget line item in the most recently approved budget
(listed in 4.1(a) or incorporated in Exhibit B) requires prior approval from the STATE and must be
indicated on submitted reports. Failure to obtain prior approval for modifications greater than 10
percent of any budget line item may result in denial of modification request and/or loss of funds.
Modifications equal to or less than 10 percent of any budget line item are permitted without prior
approval from the STATE provided that such modification is indicated on submitted reports and that
the total obligation of the STATE for all compensation and reimbursements to the GRANTEE shall not
exceed the total obligation listed in 4.1(b).
4.2 Terms of Payment.
(a) Invoices. The State will promptly pay the GRANTEE after the GRANTEE presents an itemized
invoice for the services actually performed and the State's Authorized Representative accepts the
invoiced services. Invoices must be submitted in a timely fashion and according to the following
schedule: Example: "Upon completion of the services," “at the end of each month”, “quarterly”, or if
there are specific deliverables, list how much will be paid for each deliverable, and when. The State
does not pay merely for the passage of time.
(b) Federal Funds. Payments under this grant project agreement will be made from federal funds
obtained by the STATE through Title insert number, CFDA number insert number of the insert name
of law Act of insert year, including public law and all amendments. The Notice of Grant Award (NGA)
number is insert number. The GRANTEE is responsible for compliance with all federal requirements
imposed on these funds and accepts full financial responsibility for any requirements imposed by
the Grantee's failure to comply with federal requirements. If at any time federal funds become
unavailable, this agreement shall be terminated immediately upon written notice of by the STATE to
the GRANTEE. In the event of such a termination, GRANTEE is entitled to payment, determined on a
pro rata basis, for services satisfactorily performed.
(c) Matching Requirements. If applicable insert the conditions of matching requirement. If not
applicable, please delete this entire matching paragraph GRANTEE certifies that the following
matching requirement, for the grant, will be met by GRANTEE:
5. Conditions of Payment. All services provided by GRANTEE pursuant to this grant project agreement
must be performed to the satisfaction of the STATE, as determined in the sole discretion of its
Authorized Representative. Further, all services provided by the GRANTEE must be in accord with all
applicable federal, state, and local laws, ordinances, rules and regulations.
22 | P a g e
Minnesota Department of Health
MIIC Regional Services RFP
6. Ownership of Equipment. Disposition of all equipment purchased under this grant project
agreement shall be in accordance with Code of Federal Regulations, Title 45, Part 74, Subpart C or,
for Notice of Grant Awards issued on or after December 26, 2014, in accordance with Code of
Federal Regulations, Title 2, Subpart A, Chapter II, Part 200. For all equipment having a current per
unit fair market value of $5,000 or more, the STATE shall have the right to require transfer of the
equipment, including title, to the Federal Government or to an eligible non-Federal party named by
the STATE. This right will normally be exercised by the STATE only if the project or program for
which the equipment was acquired is transferred from one grantee to another.
7. Authorized Representatives.
7.1 STATE’s Authorized Representative. The STATE’s Authorized Representative for purposes of
administering this grant project agreement is insert name, title, address, telephone number, and email, or his/her successor, and has the responsibility to monitor the GRANTEE’s performance and
the final authority to accept the services provided under this grant project agreement. If the services
are satisfactory, the STATE’s Authorized Representative will certify acceptance on each invoice
submitted for payment.
7.2 GRANTEE’s Authorized Representative. The GRANTEE’s Authorized Representative is insert
name, title, address, telephone number, and e-mail, or his/her successor. The GRANTEE’s
Authorized Representative has full authority to represent the GRANTEE in fulfillment of the terms,
conditions, and requirements of this agreement. If the GRANTEE selects a new Authorized
Representative at any time during this grant project agreement, the GRANTEE must immediately
notify the STATE.
8. Termination.
8.1 Termination by the STATE. The STATE or GRANTEE may cancel this grant project agreement at
any time, with or without cause, upon thirty (30) days written notice to the other party.
8.2 Termination for Cause. If the GRANTEE fails to comply with the provisions of this grant project
agreement, the State may terminate this grant project agreement without prejudice to the right of
the STATE to recover any money previously paid. The termination shall be effective five business
days after the STATE mails, by certified mail, return receipt requested, written notice of termination
to the GRANTEE at its last known address.
8.3 Termination for Insufficient Funding. The STATE may immediately terminate this grant project
agreement if it does not obtain funding from the Minnesota legislature or other funding source; or if
funding cannot be continued at a level sufficient to allow for the payment of the work scope
covered in this grant project agreement. Termination must be by written (e-mail, facsimile or letter)
notice to the GRANTEE. The STATE is not obligated to pay for any work performed after notice and
effective date of the termination. However, the GRANTEE will be entitled to payment, determined
on a pro rata basis, for services satisfactorily performed to the extent that funds are available. The
STATE will not be assessed any penalty if this grant project agreement is terminated because of the
decision of the Minnesota legislature, or other funding source, not to appropriate funds. The STATE
must provide the GRANTEE notice of the lack of funding within a reasonable time of the STATE
receiving notice of the same.
9. Publicity. If applicable, insert the conditions of publicity associated with the funding source. If not
applicable, please delete this entire paragraph. Any publicity given to the program, publications, or
services provided from this grant project agreement, including, but not limited to, notices,
23 | P a g e
Minnesota Department of Health
MIIC Regional Services RFP
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the GRANTEE or its employees individually or jointly with others, or any
subgrantees shall identify the STATE as a sponsoring agency and shall not be released, unless such
release is approved in advance in writing by the STATE’S Authorized Representative. If federal
funding is being used for this grant project agreement, the federal program must also be recognized.
10. Other Provisions. In this section only include specific program requirements, federally required or
not, that are not already covered in the Master Grant Contract for Community Health Boards. If
there are no other provisions, delete this section.
24 | P a g e
Minnesota Department of Health
MIIC Regional Services RFP
IN WITNESS WHEREOF, the parties have caused this project agreement to be duly executed
intending to be bound thereby.
APPROVED:
1. GRANTEE
2. STATE AGENCY
By: ____________________________________
By: ___________________________________
Title: ___________________________________
Title: __________________________________
Date: ___________________________________
Date: _________________________________
The Grantee certifies that the appropriate persons(s)
have executed the project agreement on behalf of the
Grantee as required by applicable articles, bylaws,
resolutions, or ordinances.
Project Agreement approval and certification that
STATE funds have been encumbered as required by
Minn. Stat. §§ 16A.15 and 16C.05.
By: _____________________________________
Title: ___________________________________
Date: ___________________________________
Distribution:
• MDH (Original fully executed Grant Project Agreement)
• Grantee
• State Authorized Representative
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Minnesota Department of Health
MIIC Regional Services RFP
Appendix E. MDH MIIC Support
MDH staff will provide the following MIIC support:
• Maintain and support the ongoing IT development and enhancement of the MIIC web
application and functionality.
• Conduct routine outreach to non-primary care clinic, non-public health partners that are not
participating in MIIC.
o Work with Regional Coordinator and LPH staff to identify new immunization providers.
o Conduct active outreach to various partner organizations to increase MIIC participation.
Provide basic support for enrolling partner organizations in MIIC and supporting these
organizations in getting started with participating in MIIC.
• Respond to public requests related to MIIC.
o Respond to public immunization record requests.
• Oversee research efforts involving MIIC data. Maintain and pursue Data Sharing Agreements
with:
o Other state(s) to facilitate inter-state exchange of IIS data.
o The MDH Office of Vital Records, and ensure timely vital records data loads.
o DHS, and ensure timely DHS data loads.
o Other partner organizations as appropriate.
• Provide primary MIIC Partner Help Desk Support triage service; answer questions and triage
training, outreach, and support issues to the appropriate party (such as a regional coordinator)
for follow-up as necessary.
• Provide primary support for:
o Maintaining current MIIC Data Use Agreements with participating organizations (i.e.
Data Use Agreement renewals).
o Ensuring that participating organizations have mechanisms in place to notify clients of
their participation in MIIC.
o Meeting partner organizations’ data and information needs, especially as related to data
not readily available through the MIIC user interface. This includes:
− Provision of regular updates on the overall status of the MIIC application.
− Provision of ad-hoc assistance on data queries, as requested.
o Responding to partner organizations’ electronic data interface needs (i.e., onboarding).
o Basic partner organization and user support on MIIC, through development, publication,
and/or distribution of User Guidance resources, basic training webinars, password
resets etc.
o Developing and supporting general MIIC communications efforts. Includes maintenance
and development of: a public website with resources for various audiences, user
guidance and training materials, printed promotional materials, support and use of MIIC
GovDelivery messages, and other routine communication channels.
• Provide primary support to:
o Organizations to facilitate their participation in MDH-led programs such as FluSafe and
the Child Care and MIIC Reporting Initiative.
o VFC-enrolled providers on their use of MIIC for vaccine management and accountability,
especially as related to state-supplied vaccine.
o Schools and school users utilizing MIIC for school law compliance and report
completion.
o Health plans and health plan users to utilize MIIC for immunization assessment.
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Minnesota Department of Health
•
MIIC Regional Services RFP
o Out-of-state partner organizations and users.
Provide oversight and administration of MIIC regional entity grant agreements and support
regional entities and local partners in administration of these grants.
o Provide ongoing capacity-building trainings on MIIC topics for MIIC regional entities and
partner organizations across the state.
o Provide and maintain a MIIC web data portal and reporting forms for the use of regional
entities in delivering regional coordination duties.
o Work with grantees to make adjustments to work plans as necessary based on
accessibility/functionality of the MIIC system.
o Provide for the statewide management of MIIC, provide the structure for active
participation and input by regional coordinators, and implement planned MIIC
maintenance, enhancements and improvements resulting from this work in a timely
manner.
o Provide grantees with reports necessary for completing grant duties in a timely manner
(e.g. AFIX-eligible clinics, MA not-up-to-date children and adolescents).
o Provide assistance in developing evaluation plans and data collection tools for all
grantee projects to measure project implementation (process evaluation) and as
appropriate, effectiveness (outcome monitoring evaluation).
o Provide technical assistance through administrative and programmatic site visits to
improve the quality of delivered interventions.
o Provide data and information about ACIP schedules, immunization practices, and clinical
consultation, as needed.
o Coordinate the activities of the regional entity with other efforts at the local, state, and
national levels to avoid duplication of effort and to promote consistency.
o Assist grantees in working with state and local health departments, community planning
groups, foundations, funding institutions, and other potential partners.
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