2. The Hawai’i State Department of Health’s School-Located Influenza Vaccination Program

3. Stop Flu at School SFAS is a school-located vaccination program providing free flu vaccine to eligible students, faculty and staff.  Program commenced in 2007  Administered through the Dept. of Health’s Disease Outbreak Control Division (DOCD)  2007-2013: each year over 65,000 students vaccinated (primary target population)  Typically operate 300+ clinics in 7-8 week period

4. Stop Flu at School Locations On campus of participating schools On campus of participating schoolsTimes Clinics will operate during normal school hours Clinics will operate during normal school hoursConsent Parental consent is required prior to vaccination Parental consent is required prior to vaccination Note: Only ONE clinic per school. No make-up clinics. Students who need a 2 nd dose of flu vaccine are referred to their doctor.

5. Stop Flu at School Vaccine  Flu shot (IIV)  Flu nasal spray (LAIV) Eligibility  School children grades K-8 with parental consent in participating schools  Paid, regular faculty/staff in participating schools

6. Stop Flu at School *Only students in combined Jr.-K/Kindergarten classes (i.e., 4 & 5 year old students in the same class)

7. Stop Flu at School General Timeline  Program registration: April - May  Scheduling completed: May - June  Consent form packets distributed: August  Training of clinic staff: August - September  Clinic dates: October - December

8. Scope A.1.a Pre-Clinic Prep and Planning  Workplan provided to State at least 4 weeks prior to implementation  All costs related to the program, except for the cost of vaccines, paid by provider.

9. Scope A.1.b. Statewide Implementation: Program must be offered to all public, private and charter elementary and middle schools statewide. A.1.c. Program Promotion:  Plan to promote program participation by target audience  Include activities to reach underserved populations  Language barriers  Rural areas  Means for responding to questions from participants

10. Scope A.1.d. Clinic Supply Support:  Provider purchases all medical and office supplies needed to conduct clinics statewide.  Medical supplies must meet current OSHA standards  Provider must ensure proper storage and disposal of all supplies

11. Scope A.1.e. Vaccine Storage and Transport:  IIV and LAIV vaccine supply to be provided by the State  Number of doses provided dependent on availability of vaccine and funds  Vaccine supply needs communicated to State at least 4 weeks prior to start of clinics  Provider develops vaccine management plan for storage, handling and transport according to CDC recommendations  Provider responsible to replace any non-viable vaccine doses at their expense  Temperature Data, inventory, reports and plans for submitted to State for review and inspection (see RFP document)

12. Scope A.1.f. School Participation/Consent:  Participation by schools is voluntary  Provider responsible for scheduling and implementation of the program with each participating school  Program plan designed to minimize interruption to school operations  Written consent received prior to vaccination in advance of clinic to determine vaccine dose counts per school  Vaccine Information Statements (VIS) and information about the Hawaii Immunization Registry (HIR) must be provided to all participants prior to receiving vaccination.  Translations shall be made available in accordance with federal requirements

13. Scope A.2.a Clinic Staff Training:  All staff must be trained prior to working at the clinics  Curriculum approved by the State prior to implementation  Documentation of training completion shall be provided to the State prior to start of clinics  Bloodborne Pathogen Training that meets OSHA requirements must be provided to staff handling potentially infectious waste

14. Scope A.2.b Staffing: Key Personnel  Project Coordinator Contact person for State Contact person for State Ensures schedules and deliverables are met Ensures schedules and deliverables are met  Physician Hawaii-licensed Hawaii-licensed Hawaii-based Hawaii-based Will oversee all medical aspects of the program Will oversee all medical aspects of the program

15. Scope A.2.b Staffing (cont.): Clinic Staffing Staff must have necessary skill set, experience and expertise to achieve goals of the project Staff must have necessary skill set, experience and expertise to achieve goals of the project Vaccinators must meet minimum qualifications (refer to RFP document) Vaccinators must meet minimum qualifications (refer to RFP document) Documentation staff requirements/qualifications available for review upon State’s request Documentation staff requirements/qualifications available for review upon State’s request All employees/volunteers working with children do not have a criminal background that poses risk to children All employees/volunteers working with children do not have a criminal background that poses risk to children Plan to obtain qualified temporary staff, if utilized Plan to obtain qualified temporary staff, if utilized

16. Scope A.2.c Clinic Operations and Coordination Provider shall provide SOP as part of work plan and will include policies established by the State on the following: -Refusals-Restraining -Previously Vaccinated -Partial Dose Administered -Observation Post-Vaccination -Illness on day of clinic -Documentation of conversations with parents

17. A.2.d. Medical Oversight Physician to oversee all medical aspects of the program:  Shall provide consultation for all medical issues in planning, implementation and during clinics  Must follow all CDC recommendations  Provider shall develop all Standing Orders  Provider shall develop protocol of appropriate management of needle-stick injuries for clinic staff and participants of the program Scope

18. Scope A.2.d. Medical Oversight (cont.) Provider shall ensure:  All participants are screened for medical contraindications and precautions to the flu vaccine.  Persons with contraindication ands precautions to the flu vaccine are not vaccinated through this program.

19. Scope A.3.a Incidents and Acute Adverse Events Post- Vaccination  Physician must review all reports of adverse events within timeframe specified in RFP document  State notified within 2 hours of any event requiring EMS or transport to emergency facility  Reporting of all events to State required

20. Scope A.3.c Hawaii Immunization Registry (HIR)  Data will be entered into the HIR within 2 weeks of vaccination date  State will provide access to HIR and conduct training session  Required data entry for each participant:  Demographic information  Immunization information

21. Scope B. Management Requirements Provide to State: Provide to State:  Management Requirements Plan  Organization chart  Staffing Chart  Resumes  State has right to request the removal of personnel from all work under the Contract for unsatisfactory service  Provider shall prior written approval from State to subcontract any portion of this project  Provider is liable for any costs or errors incurred by subcontractor

22. Scope C. Quality Assurance and Evaluation Provider will:  Monitor program activities/deliverables  Evaluate processes  Improve efficiency/effectiveness  Quality assurance  Evaluation

23. Scope D. Output and Performance Annually Vaccinate:  Students - Minimum of 40% of students aged 5-13 yrs.  Faculty/Staff- Minimum of 25%  Based on Enrollment

24. RFP Due Dates  Questions close: January 30, 2015  RFP closing date February 23, 2015

25. RFP Highlights  Read the Scope of Work  Read Section 3&4 Proposal  Instructions and Evaluation Criteria  Submit all back up documentation  Section 6- Application Checklist

26. HCE Compliance  Section 1.9 D  HCE compliance could take some time and should be started now.