Immunization and Vaccines for COVID-19

CDPHE Guidance

• COVID-19 IMM Incentive LPHA Guidance (updated 6/24/22, added 6/15/21)

  • The CDC allows incentives up to $100 per person to become fully vaccinated with their primary series, booster or additional doses of COVID-19 vaccine.

  • Prior approval is required before incentives can be purchased or distributed.

  • To start the process to request an incentive project complete the COVID IMM Incentive Form (added 6/9/21).

• COVID IMM Incentive Form  (added 6/9/21)

• IMM Expense Allowability Roadmap (updated 8/23/21)

  • Includes media as outlined in IMM#4 Round

• 2020 Immunization Strategies List 

• Colorado COVID-19 Vaccination Plan 

• Grant Information and Allowability Costs - Immunization 

• Acknowledgement Template Guidance (added 8/23/21)

•  A new version of the COVID LPHA Grant Timeline can be found here (added 9/14/21).

• COVID-19 Staffing Resources - can be found here (added 9/16/21). 

• COVID - IMM Spend Ideas - can be found here (added 9/28/21)

Federal Guidance 

• Media Disclosure - Memo (added 6/30/21)

• ELC and Immunization Cross Walk  (added 3/5/21)

• FAQs from Calls with CDC Office Hours (added 3/5/21)

  • 1/19/21

  • 2/1/21

SOW 7/1/2020-6/30/2022 Deliverables 

• The Contractor shall submit the electronic quarterly progress report forms. Progress reports will continue until June 2022.

• The Contractor shall submit immunization data for all COVID-19 immunizations administered by the Contractor to CIIS no later than 24 hours following vaccine administration.

SOW 3/24/2021-6/30/2024 Deliverables 

• The Contractor shall submit the COVID-19 Budget Template via email to the Contract Monitor. No later than 5/10/2021. (Updated 3/15/22).

  • A recorded training on instructions on how to utilize the simplified COVID-19 Budget template for ELC and IMM can be found here, along with slides and script (added 3/31/22). 

• The Contractor shall submit the annual budget revision via email to the CDPHE Contract Monitor. No later than 30 days after the last day of Quarter 3, annually. Due dates 4/30/2022, 4/30/2023, 4/30/2024.

• The Contractor shall submit the electronic quarterly progress report forms. No later than 30 days after the last day of each quarter and by the end term of the contract 6/30/2024.

• The Contractor shall submit immunization and demographic data for all COVID-19 immunizations administered by the Contractor to CIIS. No later than 72 hours following vaccine administration.

SOW 8/23/21-6/30/2024 Deliverables

• The Contractor shall submit an acknowledgement of funding letter to the CDPHE Contract Monitor.

  • Acknowledgement Template Guidance (added 8/23/21)

  • No later than 45 days after execution of the contract, no later than October 29, 2021. 

• The Contractor shall submit the budget via email to the Contract Monitor.

  • COVID-19 Budget Template 

  • No later than 45 days after execution of the contract, no later than October 7, 2021. 

• The Contractor shall submit the outreach plan for children under 12 years of age via email to the CDPHE Contract Monitor.

  • No later than October 29, 2021.

• The Contractor shall submit the annual budget revision via email to the CDPHE Contract Monitor.

  • No later than 30 days after the last day of Quarter 3, annually.

• The Contractor shall submit the electronic quarterly progress report forms.

  • No later than 30 days after the last day of each quarter and by the end term of the contract.

• The Contractor shall submit immunization and demographic data for all COVID-19 immunizations administered by the Contractor to CIIS.

  • No later than 72 hours following vaccine administration.

• If the Contractor purchases CDPHE approved equipment, the Contractor shall submit the equipment final report via email to the CDPHE Contract Monitor.

  • No later than the expiration date of the contract.

• If the Contractor purchases CDPHE approved equipment, the Contractor shall submit the equipment final report via email to the CDPHE Contract Monitor.

  • No later than 30 days after the end date of the contract.

• Are food costs allowed for vaccine clinic volunteers?

  • You can use CORE IMM state funding for this purpose. The federal portion of CORE IMM doesn't allow food purchases.

• We are seeking clarification on the allowability of using IMM funds to reimburse Nomi Health for administering flu vaccinations, is this allowable?

  • Yes this is allowable for IMM 3 and 4. 

• The table in the guidance reads “Incentive examples pending CDC Approval” does that mean that those examples have already been asked? Or if we were interesting in use some of them; we should submit the request? The guidance also reads that SER funding is allowed to be used for similar incentives with CDPHE approval…is there a process to obtain that approval?  Do we just go through the IZ program or the COVID fiscal? But since it still has to be consistent with CDC, do we just submit the incentive form?

  • It just means that that any incentive request needs to meet the CDC guidelines and should be able to clearly answer the questions 1) who is it serving 2) need for the incentive 3) how will it increase the overall vaccine rate 4) positive and negative consequences 5) tracking and issuance method 6) evaluation plan for effectiveness. These are the same questions as requested in the prior approval google form. It should be a well thought out and well defined plan.

  • SER funding is planning to follow the same process and will have to be tracked through the same process.so please have them submit the incentive form. We will follow the same process for internal program and fiscal approval.

• Can we spend $4500 of IMM COVID R3 to hire a band for a vaccine event to draw in the 20-29 YO crowds?

  • This is allowable. 

• Can we use IMM COVID Round 3 (March 24 start) to pay local providers $150 per person vaccinated to incentivize them to perform vaccines?  

  • It's not allowed as providers are only able to seek reimbursement for administration fees. Participating vaccination providers must administer COVID-19 vaccine regardless of the vaccine recipient's ability to pay COVID -19 vaccine admin fees.

• If we have additional space leased to hold vaccination clinics at the Public Health Office can we charge this to the grant?

  • Yes, leasing of additional space to support vaccination clinics is allowed. 

• Are visa costs allowed? 

  • Non-immigrant visas are allowed for the purposes of recruiting new staff if this is consistent with agency policy. Renewal costs are not allowable. Immigrant visa category costs are not allowable. §200.463 Recruiting costs (d)

• Can you confirm if the funding can be used for things like helping to run Community Points of Dispensing or our Mobile Outreach Teams which are deployed to reach residents who can’t get to healthcare or community vaccination sites?

  • Yes, this funding can be used for administering vaccines.

• Does the amount in the PO/Contract  "Line Item 1"  have to be expended by 6/30/21 or do they have until 6/30/22.

  • CDC Line1 expires 6/30/21, CDC Line 2 expires 6/30/22, and SER Line 3 expires 6/30/22. 

• What are SER funds? 

  • These are State Emergency Reserve Dollars.

• A county has stated that they may account for all of the IMM Round 2 funding before 6/30/2022.  Is this OK and can they switch to Round 3 once they have exhausted the Round 2 funds.  They are aware that they will still continue to receive the quarterly payments through 2022, but since they are relatively small amounts they would like to account for all line items (1-3) before 6/30/2021 and 6/30/2022.  Would this be acceptable?

  • While this funding is available through June 30, 2024 and while the workplan and budget should reflect that time period, it is anticipated that most expenditures will happen in the earlier part of the budget period as vaccination activities are being established and expanded. Additional rounds, or supplements, are subject to the availability of funds. Information on future funding will be shared as it becomes available.

• Does this PO (IMM#3) require CDPHE signature?  Are there federal provisions that also apply to us?

  • The PO's were issued unilaterally from CDPHE. No signatures from the LPHA's or CDPHE. Yes they are federal provisions. The provisions were included in the folder with their PO's. 

• When I submit the progress report, do I need to submit all of the invoices with it?

  • No invoices are being requested so they will not submit any invoices with the progress report.

• Can we backdate to January 2021?

  • Yes, they can backdate.

• Do I need separate accounts for each award?

  • Yes, each award should be accounted for and reported separately.  Please refer to §200.302   Financial management. In addition, awards provided under separate agreements and scopes of work must be tracked separately. For example:

    • One CDPHE award with multiple Federal sources requires separate tracking for each Federal funding source. 

    • Multiple CDPHE awards from the same Federal funding source require separate tracking for each award number.