HomeMy WebLinkAbout23-Parks & Recreation
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
ANNIE F. RAMOS, DIRECTOR
Subject:
RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE
DIRECTOR OF PARKS, RECREATION
AND COMMUNITY SERVICES
DEPARTMENT TO EXECUTE A
CONTRACT WITH THE COUNTY OF
SAN BERNARDINO TO PROVIDE THE
YOUTH MENTORlNG SERVICES AS
PART OF COMMUNITY CHALLENGE
GRANT.
Dept:
PARKS, RECREATION & COMMUNity O'.,~ G~1'l~L
SERVICES " .
, . .
JUNE 3,1997
JUN 0 4 1997
Date:
Synopsis of Previous Council Action:
February 3, 1997 - Council authorized the Director of Parks, Recreation and Community Services to issue a Letter
of Intent to provide youth mentoring.
Recommended Motion:
Adopt Resolution.
a~l,~
Signature
Contact person:
John Kramer
Phone: 5031
Supporting data attached: Staff Report. Reso & Aareement
Ward: N/A
FUNDING REQUIREMENTS: Amount:
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
Res 97- /77
Agenda Item No.
#J..3
r,/lfI fl1
, CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
RESOLUTION OF THE CITY OF SAN BERNARDINO
AUTHORIZING THE DIRECTOR OF PARKS, RECREATION
AND COMMUNITY SERVICES DEPARTMENT TO EXECUTE
A CONTRACT WITH THE COUNTY OF SAN BERNARDINO
TO PROVIDE THE YOUTH MENTORING SERVICES AS
PART OF A COMMUNITY CHALLENGE GRANT.
The Mentoring Program was established in April of 1995 as a project of the Mayor's Youth
Task Force. The initial funding came from the City and the San Bernardino City Unified School
District as a partnership to provide both mentoring and the Late Night Hoops Program.
Funding of the program has been uncertain. Consequently, this department, with the support
of the Youth Task Force has been pursuing alternative funding through a variety of grants and
collaborations. In November, staff were invited to work with San Bernardino County Public
Health Department to develop a proposal for a Community Challenge Grant through the State
of California Department of Health Services. The focus of this grant is teen pregnancy
prevention, targeting a core area of the City of San Bernardino. Mentoring is identified as a
specific component of the proposal to reduce teen pregnancy.
The county has received confirmation on the grant and is desirous to have the city provide the
mentoring services. The grant will provide for 50 percent funding of the Mentor Coordinator
salary as well as provide for a part-time assistant, equipment, supplies and associated costs for
a period of 29 months, from February 1, 1997 through June 30, 1999. Total value to the city
is $84,000 over the grant life.
Rec/ResoMentor
6/3/97
1/28/97
FOR COUNTY USE ONL Y
\.'er.dar Cede
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Contract Numb€r
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c.o-.;:-. :_B;]_,:o"--,f;:-:t Con:;3.l"':: F:eplesentc.~;vL
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Amount of Contract
$ 84,000.00
Activity ! GRCiPROJiJOB Number:
, 93470
Michael S. Welsh
387-6222
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~~pt. '
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O~ganization
3305
Appr
, 200
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2445
County of San Bernardino
FAS
5T ANDARD CONTRACT
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AmolJn~ 1m FY Amount
Commodlr\i Coce
Project Name
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FOCUS PROJECT
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THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, hereinafter called
the County, and
Name
City of San Bernardino
hereinafter called City
AdOres~
300 North "n" Street
San Bernardino, CA 92418
Phcnr: Birtn D':!te
Federa! ID No. or Social SecuriW No
IT IS HEREBY AGREED II.S FOLLOWS:
.,us soace beloVII and addit,':JrlB, bone sheets. Set fo;ti', siJfvicf' to be renderer:. amourr to D~ ,'Jaid, manner of payment. time for performance or comnietion,
, ariol' 0' satisfactory r<',fcrmance end ::iiiJSE fo,- ter~inatlon, orner terms iJnd conditioils, and attach plans, specifications, ana' addenda, iF an'l.1
This agreement is made and entered into by City of San Bernardino, a political subdivision of the
State of California, hereinafter referred to as City, and the County of San Bernardino, a political
subdivision of the State of California, hereinafter referred to as County. The San Bernardino County
Department of Public Health will hereinafter be referred to as Department.
Whereas, the County has been awarded grant funds from the State Office of Community Challenge
Grant, (hereinafter referred to as "Challenge Grant");
Whereas, the above named parties desire to set forth in writing the specific terms mutually agreed
to regarding the provision of services to at-risk youth residing in the City of San Bernardino;
Now, therefore, it is mutually agreed and covenanted that:
1. City, through the Department of Parks and Recreation, will provide services as set forth in
the Scope of Work which is incorporated hereto as Attachment A, consisting of three (3)
pages, in accordance with the terms and conditions contained in this agreement.
2.
All work done as part of this agreement, either by City or its agents, will comply fully with
all the administrative and other requirements established by applicable Federal and State
laws, rules and regulations. City assumes responsibility for full compliance with all such
laws, rules, and regulations and agrees to fully reimburse the County for any loss of funds
e
02-1231'-000 Rev, 11191
Page 1 of 5
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3.
4.
e 6.
e 9.
or resources resulting from non-compliance by City, its staff, agents or subcontractors, as
revealed in any subsequent audits.
City, its officers, agents, employees, and subcontractors shall possess and maintain all
necessary licenses, permits, approvals, certificates, waivers, and exemptions necessary for
the provision of services described herein.
City will comply with Federal and State laws, rules and regulations relative to
nondiscrimination in client and client service practices because of political affiliation,
religion, race, color, sex, handicap, age, or national origin.
5.
City shall formalize in a contract (written agreement) any arrangement for the conduct of
activities pursuant to this agreement which are to be subcontracted to a third party. The
contract shall, as applicable, state the activities to be performed, the time schedule, the grant
policies and procedures that are applicable to the third party, other policies and procedures
to be followed, and the maximum amount of money for which City may become liable to the
third party under the agreement. City will be responsible for ensuring that each of its
subcontractors comply with all applicable Federal and State laws, rules and regulations, and
with all terms and conditions of this agreement, including maintenance of expenditure
documentation, collection of data as required, and timely filing of fiscal and programmatic
reports.
City will submit progress reports on a quarterly basis. The content of these reports will be
a) progress accomplished with regard to Scope of Work, b) data on client services during the
three month reporting period, c) other information as required to meet the Challenge Grant
program requirements. Report format will be specified by the Department not less than 21
calendar days prior to the report due date. The County reserves the right to revise report
format or require additional reports as required during the contract period to meet Challenge
Grant program needs.
7.
City will be subject to periodic audit by the Department to determine whether internal
accounting and other control systems provide reasonable assurance that a) financial
operations are properly conducted; b) financial reports are presented fairly and accurately;
c) applicable laws, regulations, and grant terms have been complied with; d) resources are
managed and used in an economical and efficient manner; and e) objectives are being
achieved in an effective manner. Any or all of these elements may be reviewed at the
discretion of the Department.
8.
City will maintain documentation for each expenditure claimed for reimbursement by the
County under this agreement. If the allowability of expenditures cannot be determined
because records or documentation are nonexistent or inadequate, according to generally
accepted accounting principles, the questionable cost will be disallowed by the County.
City will comply with the audit requirements of the "Standards for Audit of Govemmental
Organizations, Programs, Activities and Functions," issued by the U.S. Comptroller General.
Page ~ of 5
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Within fourteen (14) days of receipt of the audit report, City shall forward a copy of the
audit report to the Department.
10.
Contractor agrees to maintain and preserve, until three years after termination of Contract
Number 96-26801 and final payment from the State, and to permit the State, the County, or
any duly authorized representative to have access to, examine or audit any pertinent books,
documents, papers and records related to the contract. If any litigation, claim, or audit is
started before the expiration of the three year period, the records shall be retained until all
litigation, claims, or audit findings involving the records have been resolved.
11.
The County agrees to reimburse City a maximum of $84,000 for services provided pursuant
to this agreement by City and its subcontractors from Challenge Grant Number 96-26801.
Expenditures submitted by City for reimbursement must be consistent with the budget,
consisting off our (4) pages, incorporated herein as Attachment B. Requests for carryover
offunds from any budget period to a subsequent budget period must be submitted in writing,
and are subject to approval by the County. Reimbursement will be rendered in accordance
with invoices submitted to the Department on a monthly basis. Invoices will be submitted
in the format incorporated herein as Attachment C.
12.
City shall request a budget amendment in writing in advance of expenditures when a) a
change in the personnel line item will affect the Scope of Work, b) expenditures are
expected to exceed a budgeted line item by more than ten percent (10%), c) a new line item
is to be added, or d) expenditures are expected to exceed the budgeted amount for an object
class category (e.g. personnel). The request must specify the changes requested by service
category, line item, and amount, and must include a justification. The Department shall
approve or deny budget change requests in writing within thirty (30) calendar days of
receipt.
13. The term of this agreement is from February 1, 1997 through June 30, 1999. This agreement
may be terminated without cause by either party upon thirty (30) days advance written notice
to the other party. Such notification shall state the effective date of termination. The
obligation of County under this agreement is contingent upon the availability of Challenge
Grant Number 96-26801 for the reimbursement of County's expenditures, as set forth in term
one, above. In the event the State of California notifies County that such funding is
terminated or reduced, the County shall determine whether this Agreement will be terminated
or County's maximum obligation reduced. County shall provide City with written
notification of such determination.
14. The Director of Public Health shall exercise full County rights under the terms of this
contract.
15.
The agreement shall not be assigned by City, either in whole or in part, without prior written
consent of the County.
16.
This agreement, together with all Attachments hereto, is the full and complete agreement
between the County and City. No alteration or variation of the terms of this Agreement shall
Page -L of -2-
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17.
18.
be valid unless made in writing and signed by the parties hereto, and no oral understanding
or agreement not incorporated herein, shall be binding on any of the parties thereto.
City and City's employees shall have no interest, and shall not acquire any interest, direct or
indirect, which shall conflict in any manner or degree with the performance of services
required under this agreement. City shall establish written policy guidelines on conflict of
interest and the avoidance thereof, to assure that employees, consultants, and members of
the governing body do not use their positions for purposes that are, or give the appearance
of being, motivated by a desire for private financial gain for themselves or others such as
those whom they have family, business, or other ties. These guidelines should reflect federal
grant policy and State and local laws, and must cover financial interests, gifts, gratuities and
favors, nepotism, and bribery.
The parties hereto recognize that each is a separate and independent entity, and neither is the
agent, employee, or servant of the other. It is expressly understood that neither party nor any
of its respective employees shall be in any event entitled to any benefit accruing to the other
party.
19.
The parties hereto agree that Challenge Grant related activities and expenditure of Challenge
Grant funds shall comply with all requirements of Chapter 197, Statutes of 1996, Sections
18993 - 18993.9 of the Welfare and Institutions Code, and all terms and conditions of the
Community Challenge Grant award, as specified in Attachment D.
The City agrees to indenmify, defend, and hold harmless the Department, the County, and
their authorized agents, officers, volunteers and employees against any and all claims or
actions arising from the City's negligent acts or omissions and for any costs or expenses
incurred by the Department, County, or City on account of any claim therefore.
21.
The County agrees to indemnify, defend, and hold harmless the City and their authorized
agents, officers, volunteers and employees against any and a1i claims or actions arising from
County's negligent acts or omissions and for any costs or expenses incurred by the
Department, County, or City on account of any claim therefore.
22.
City shall protect the right of privacy of persons receiving services pursuant to this
agreement and shall protect from unauthorized disclosure names and other identifying
information concerning persons receiving services, except for statistical information that
does not identify an individual client.
23.
Contractor shall obtain prior approval from the Department before making any statements
or releasing any information to the newspapers, radio, or television stations in relation to
services provided under this agreement. This includes news conferences panel shows,
interview programs, public service announcements, and paid advertisements. Draft copies
of proposed public service announcements and paid advertisements will be submitted to the
Department for review. The Department reserves the right to approve or disapprove any
publicity.
Page ~ of 5
_24.
When issuing statements, press releases, educational or promotional materials, or other
documents describing projects or programs funded in whole or in part with Challenge Grant
money, City shall clearly state. a) the percentage of total cost of the project or program which
will be funded with Challenge Grant money, b) the dollar amount of State funds for the
project or program, and c) percentage and dollar amount of the total cost of the project or
program that will be financed by nongovernmental sources.
All correspondence and notices required or contemplated by this agreement shall be
delivered to the respective parties at the addresses set forth below and are deemed submitted
one day after their deposit in the United States mail, postage prepaid.
25.
County
Thomas J. Prendergast, Jr., MD, MPH
Department of Public Health
351 North Mountain View Ave.
San Bernardino, CA 92415-0010
City
Annie F. Ramos, Director
Parks, Recreation, and Community Services
Department
300 North D Street
San Bernardino, CA 92418
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year
indicated below.
_
COUNTY OF SAN BERNARDINO
..
Chairman. Board of Supervisors
Dated
SIGNED AND CERTIFIED THAT A COpy OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE CHAIRMAN
OF THE BOARD.
Clerk of the Board of Supervisors of the County of San
Bernardino.
Deputy
Reviewed as to Affirmative Action
Reviewed for Processing
Dved as to Legal Form
..
County Counsel
..
Date
Date
02123".OOORev 1"91
(State if corporation, company, etc.)
By ..
(Authorized Signature)
Dated
Title
Address
..
Agency Administrator/CAD
Date
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e (2) The Slale may identify the information needed to fulWI this requirement.
b. The State reserves the right to approve or ol$approve the selection of subcontractors, require
the substitution of subcontractors. .and order the termination of subcontracts entered into in
support of this ~ntract.
c. Actual subcontracts (i.e., written agreement between the Contractor and a subcontractOr) of
$5.000 or more are sUbject to the prior review and written approval of the State. the State
may, at Its discretion, elect to waive this right. All such waivers shall be confirmed In writing by
the State.
d. Contractor shall maintain a copy of each subcontract entered into in support of this CXlntract
and shall. upon request by the State. make said copies available for approval, Inspection, or
audit.
e. Sole responsibility rests with the Contractor to ensure that subcontractors are paid in a timely
manner.
e
ek.
I.
f. The Contractor is responsible lor all performance requirements under this contract even
though performance may be carried out through a subcontract. .
g. The Contractor is responsible for a subcontractor's actions or failure to take action in fulliDing
the requirements 01 this contract.
h.
When entering into consulting services contracts with the State, Contractor may be required to
supply budget detail for each subcontractor anellor each major subcontracted activity under
this CXlntract.
(1) Budget detaillormat and submission requirements will be prescnbed by the State.
(2) Methods of including budget detail in this contract, It applicable, will be prescribed by the
State.
(3) Any subcontractor budget detail displayed in this conlract, or incorporated by reference,
is included for information purposes only.
Changes to a subcontractor's identity or subcontract budget detail may be made with the
mutual consent of the State and the Contractor and said changes shall not require the
processing of a formal amendment to this contract.
i. The Contractor shall ensure that all subcontracts for services include provision(s) requiring
compliance with applicable terms and conditions specUied in this contract.
j. The Contractor agrees to include the following clause. relevant to record retention, in all
subcontracts for services:
"(Subcontractor Name) agrees to maintain and preserve. until three years after
termination 01 (Contract Numbetl and fll1a1 payment from the State. and to permit
the State or any duly authorized representative, to have access to, examine or
audit any pertinent books. documents, papers and records related to this
subcontract..
Unless otherwise stipulated in writing by the State. the Contractor shall be the subcontractor's
sole point of contact lor all mailers related to performance and payment uncier this CXlntrad.
Contractor shall. as applicable. advise all subcontractors 01 their obligations pursuant to the
following numtlered provisions of this exhibit 1.2.3,4.5.6.7.9. 10. 11. 12, 13, 15, 16. 17.
1!:. and 30.
,
5. INCOME RESTRICTIONS .
Aless otherwise stipulated in this contract, the Contractor agrees that any refunds, rebates,
~~rts, or other amounts (including any interest thereon) accruing to or received by the Contractor
under this contract shall be paid by the Contractor to the State, 10 the extent thaI they are properly
allocable to costs for which the Contractor has been reimbursed by the State under this contract.
6. EXAMINAnON OF ACCOUNTS, AUDITS, AND RECORDS
a. The Contractor anellor Subcontractor shan maintain books, records, documents, and other
evidence, accounting procedures, and practices, sufficient 10 properly rellect all direct and
indirect costs of whatever nature claimed to have been incurred in Ule performance of this
contract, including any. matching costs and expenses. The foregoing constitutes "records" for
the purposes of this clause.
b. The Contractor's and/or Subcontractor's facility or office or such part thereof as may be
engaged in the performance of this contract and hislher records shall be subject at all
reasonable times to inspection, aud~, and reproduction by the State of CaUfomia Bureau of
State Audits or any of ~s duly authorized representatives.
c. The Contractor anellor Subcontractor shall preserve and make available hiS/her records (1) for
a period of three years from the date of final payment under this contract, and (2) for such
longer period, n any, as is required by applicable statute, by any other clause of this contract.
or by subparagraphs (1) or (2) below:
(1) If this contract is completely or partially terminated, the records relaling to the work
terminated shall be preserved and made available for a period of three years from the
date of any resuhing final settlement.
e (2)
If any litigation, claim, negotiation, audit, or other action involving the records has been
started before the expiration of the three-year period. the records shall be retained until
completion of the action and resolution of all issues which arise from ~, or untn the end of
the regular three-year period, whichever is laler.
7. INSPECTION
The Srate, through any authorized representatives, has the right at all reasonable times to inspect
or otherwise evaluate the work pertormed or being pertormed thereunder including subcontract
supported activities and the premises in which it is being performed. If any inspection or
evaluations made by the State of the premises of the Contractor or a Subcontractor, the Contractor
shall provide and shall require Subcontractors to provide all reasonable faelUties and assistance for
the safely and convenience of th~ state representatives in the performance of their duties. All
inspections and evaluations shall be pertormed in such a manner as will not unduly delay the work.
8. FUNDING AVAILABILITY
State Contract Funds Committed Prior to July 1 of any FIScal Year.
a. Contractor understands that this contract may have been written and executed prior to the
passage 01 a Governor's annual budget in order to avoid program and fiscal delays which
could occur n the contract were executed after such event.
b. This contract is valid and enlorceable only if sulfieient funds are made available by the
acpropriate budget act for the purposes of this program. In add~ion. this contract is subject to
_ any additional restrictions. limitations, or cond~ions enacted by the legislature and contained in
., a budget bill or any stat~e enacted by Ihe legiSlature that may affect the provisions, terms, or
iunoing of this comract in any manner.
:iaS:ll:s....
~.d'4
_c.
If sufficient funds are not appropriated for this program and contract, this contract shall be
invalid and of no further force and effect. In this event, the State shall have no liabirrty to pay
any funds whatsoever to the contractor or to furnish any other considerations under this
contract, and the contractor shall not be obrl9ated to perform any provisions of this contract.
9. STATE NONDISCRIMINATION CLAUSE AND REQUIREMENTS
_ c.
_
a.
During the performance of this contract, Contractor and its subcontractors shall not unlawfully
discriminate, harass or allow harassment, against any employee or applicant because of sex,
race, color, ancestry, religious creed, national origin, physical disability (inCluding HIV and
AIDS), mental disabirrty, medical condition (cancer), age (over 40)~marital status, and denial
of family care leave. Contractors and subcontractors shall ensure that the evaluation and
treatment of their employees and applicants for employment are free from such discrimination
and harassment. Contractor and subcontractors shall comply with the provisions of the Fair
Employment and Housing Act (Govemment Code, Section 12900 et seq.) and the apprlCable
regulations promulgated thereunder (CalHomia Code of Regulations. Trtle 2, Section 7285.0 et
seq.). The applicable regulations of the Fair Employment and Housing Commission
implementing Govemment code. Section 12990 (a-l), set forth in Chapter 5 of Division 4 of
Trtle 2 of the Cafifomia Code of Regulations are incorporated into this contract by reference
and made a part hereof as if set forth in full. Contractor and its subcontractors shall give
written notice of their obligations under this clause to labor organizations with which they have
a collective bargaining or other contract.
Contractor shall include the nondiscrimination and compliance provisions of paragraph a in all
subcontracts to perform wor\( under the contract.
The Contractor will not discriminate in the provision of services against any person with
protected status as provided by state and federal law and described in paragraph a.
For the purpose of this contract, distinctions made on the basis of a person's protected status
as noled in paragraph a include, but are nollimited to, the following: denying a participant any
service or providing a benefit to a participant which is different, or is provided in a different
manner or at a different time or place from that provided to other participants under this
contract: subjecting a participant to segregation or separate treatment in any matter related to
his or her receipt of any service: restricting a participant in any way in the enjoyment of any
advantage or privilege enjoyed by olhers receiving any service or benelil: treating a participant
differenlly from others in determining whether he or she satisfied any admission, enrollment
quota, eligibility, membership, or other requirement or condition which individuals must meet in.
order to be provided any service or benefit.
The Contractor will take affirmative action to ensure Ihat intended beneficiaries are provided
services without regard to their protected status as noted in paragraph a.
The Contractor agrees that complaints alleging discrimination in the derlVery of services by the
Contractor or his or her subcontractor because of a person's protected status as noted In
paragraph a will be resolved by the State through the Department of Health Services'
Affirmative Action/Discrimination Complaint Process.
The Contractor shall, subject to the approval 01 the Department of Heanh Services, establish
procedures under which participants 01 service are in:ormed of their rights to file a complaint
alleging discrimination or a violalion ollheir civil rights with the Department of Heanh Services.
The Comractor shall operate Ihe program or activity 10 such a manner that it is readily
accessible to ana usaole by mentally or pnyslcally hanciica:lped persons pursuant to 45 Code
0: Feaeral RegulatlOn~. Par. 8~. SectIons 5-:.21 and 84.22.
b.
d.
e.
f.
g.
.'
i.
The Conlractor shall keep records, submit. required compliance reports, and permit state
access to records in order that the State can delermine compliance with the nondiscrimination
requirements pursuant to 45 Code 01 Federal Regulations, Part 80, 84, and 90, Sections 80.6.
84.61, and 90.42.
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10. FREEZE EXEMPTIONS
(Applicable only to local govemmental and pubDc entfties.)
a. Contractor agrees that any hiring freeze adopted during the term 01 this contract shall not be
applied to the posftions funded, in whole or in part. by this contract.
b. Contractor agrees nqt to Implement any personnel policy which may adversely allect
performance or the posftions funded, in whole or in part, by this contract.
c. Contractor agrees that any travel freezg or travel Dmftation policy adopted during the term 01
this contract shall not restrict travellunded. in whole or in part, by this contract.
d. Contractor agrees that any purchasing Ireeze or purchase Iimftation policy adopted during the
term 01 this contract shall not restrict or Dmft purchases funded. in whole or in part. by this
contract.
1,. AMERICANS WITH DtSABILmES ACT REQUIREMENTS
By signing this contract, contractor assures the state thai ft complies with the Americans with
Disabilities Act (ADA) 011990, (42 U.S.C. 12101 et seq.), which prohibits discrimination on the
basis 01 disability, as well as all applicable regulations and guidelines issued pursuant to the ADA.
l~GtfTS IN DATA
. Subject Data. As used in this clause, the term .Subject Data. means writings, sound
recordings, pictorial reproductions. drawings. designs or graphic representations. procedural
manuals. lorms. diagrams. work flow charts, equipmenl descriptions. data files and data
processing or computer programs, and works 01 any similar nature (whether or not copyrighted
or copyrightable) which are first produced or developed under this contract. The term does not
include financial reports. cost analyses, and similar information incidental to contract
administration.
b. Federal Government and State Rights. Subject only to the provisions 01 c below. the
Federal Government and State may use. duplicate, or disclose in any manner and lor any
purpose whatsoever. and have or permft others to do so. aD Subject Data delivered under this
co'!lract.
c. License to Copyrighted Data. In addition to the Federal Govemment and state rights as
provided in b above. with respect to any subject data which may be copyrighted. the
Contractor and applicable subcontractor agrees to and does hereby grant to the Federal
Govemment and State a royalty-Iree, nonexclusive. and irreVocable license throughout the
world to use. duplicate, or dispose 01 such data in any manner for State or Federal
Govemmem purposes and to have or permit others to do so. Provided. however, that suCh
license shall be only to the extent that the Comractor now has, or prior to completion or final
settlement 01 this contract may acquire. the right to grant such Dcense wfthout becoming Uable
to pay compensation to others solely because 01 such grant.
:3. CLEAN AIR AND WATER
Alicable only if the contract is not with a sole source vendor 01 products or services: or if it
_eos S5.000.' -
oIS:II:s."
-
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_The Contractor agrees under penalty of pe~u.ry (it, he, she) is not in violation of any order or
resolution which is not subject to review promulgated by the State Air Resources Board or an air
pollution district.
The Contractor agrees under penaily of pe~ury (it, he, she) is not subject to a cease and desist
order which is not subject to review issued pursuant to Section 13301 of the Water Code for
. violation of waste cflSCharge requirements or cflSCharge prohibitions, or is not finally detemined to
be in violation of provisions of federal law relating to air or water pollution.
14. USE OF MINORITY, WOMEN, AND DISABLED VETERAN BUSINESS ENTERPRISES
(Applicable to any contract subject to MlW/DVBE goal participation or goOd faith effort compliance.
Not applicable to local govemment or pubrlC entities or entities exellllted by DHS.)
a. It to; a federal policy to award a fair share of contracts to sntill, minority, and women owned
bu"lness firms. The State Legislature has declared that a fair proportion 01 the total purchases
and contracts or subcontracts for property and services for the State be placed with minority,
women, and cflSabled veteran owned business enterprises.
b. All MIWIDVBE participation allachments, however labeled, completed as a condition of
bidding, contracting or amending a subject contract are incorporated herein and made a part
of this contract by this reference.
_
Contractor agrees to use any and all proposed MlWlDVBEs, as identified in previousty
submitted MIWIDVBE attachments, unless the contractor submits a written request for
substitution of a like vendor. All requests for substitution must be approved by the State, In
writing, prior to using a substituted MlW/DVBE subcontractor, supplier or vendor.
Requests for substitution must be directed to the program funding this contract and must
contain: (1) identity of the firm to be substituted and its MlW/DVBE status. (2) reason for the
substitution. and (3) identity of the replacement firm and its MIWIOVBE stalUS.
d. Contractor agrees the State will have the right to review, obtain, and copy all records
pertaining to performance 01 the contract. Contractor agrees to provide the State or Its
delegatee with any relevant information requested and shall permit the State or its delegatee
access to its premises. upon reasonable notice. during normal business hours for the purpose
01 interviewing employees and inspecting and copying such books, records, accounts, and
other material that may be relevant to a mailer under investigation for the purpose of
determining compliance with State M/WfDVBE goal or good faith effort compliance.
Contractor further agrees to maintain such records for a period of three (3) years after final
payment is received under the contract.
c.
15. PRINTING
If printing or other reproduction work 01 more than an incidental and minor dollar amount (e.g.,
$25.000 or 10 percent of contract total. whichever is less) is a reimbursable item in this contract. It
shall be printed or produced by the State Printer. The State Printer may, al his sole option, elect to
forego said work and delegale the work to the private sector. If the Slale Printer prints or produces
said work. or lhe Slale oblains the printing or other work through another source. the cost will be
deducted from said contract amount. This requirement does not apply to normal in-house copying
necessary for routine business mailers of the Contractor.
e PRIOR APPROVAL OF TRAINING SEMINARS, WORKSHOPS. OR CONFERENCES
Contractor shall obtain prior Slale approval over tOle locauor. costs. dales. agenda. instructors,
InSlructional malenals. aQo allenoees Cli an~. relmours2ol: lralnlng seminar. workshop, or
conrerence. ar.o over any re,mcursaole puclicn:.. 0' e-JucaUOrla, malenalS lC 0: maoe available for
-
distribution. The Contrador shall acknowledge the support ot the State whenever publicizing the
_ wor!< under the contrad in any media. This paragraph does not apply to necessary staff meetings to
wrCOndud routine business matters.
17. CONFIDENTIALITY OF tNFORMATION
a. The Contractor and his or her employees, agents, or subcontractors shall protee<t from
unauthorized disclosure names and other identifying Inlonnation concerning persons either
receiving services pursuant to this contract or persons whose names or identifying information
become available or are disclosed to the Contractor, his/her employees, agents, or
subcontractors as a result 01 services performed under this contract, except for statistical
information not identifying any such person.
b. The Contractor, hislher employees, agents, or subcontractors shaD not use such Identifying
information for any purpose other than carrying out the Contractor's obligations under this
. contract
c. The Contractor, hiSlher employees, agents, or subcontractors shall promptly transmit to the
State all requests for disclosure 01 such identifying Information not emanating from the client or
person.
d. The Contractor shall not cflScIose, except as otherwise specifically permitted by this contract or
authorized by the client, any such identilying inlormation to anyone other than the State
without prior written authorization Irom the Stale.
e. For purposes or this paragraph, identity shall include, but nol be fimited to, name, identifying
number, SYmbol, or other identifying particular assigned to the individual, such as finger or
voice print or a photograph.
_ATIONAL LABOR RELATIONS BOARD CERTIFICATION
(Not applicable if Contrador is a public entity.)
Contractor. by signing this contract, does swear under penalty 01 perjury that no more than one fmal
unappealable linding of contempt or court by a lederal court has been issued against Contractor
within the immediately preceding two-year period because 01 the Contractor's failure to comply with
an order 01 a federal court which orders the Contractor to comply with an order of the National
Labor Relations Board.
19. DOCUMENTS AND WRITTEN REPORTS
Any document or written report prepared as a requirement of this contract shall contain, in a
separate section preceding the main body or the document. the number and dollar amounts of all
contracts and subcontracts relating to the preparation 01 such document or report. if the total cost
lor work by nonemployees ot the Stale exceeds $5.000.
20. RESOLUTION OF DIRECT SERVICE CONTRACT DISPUTES
a.
If Contractor believes there is a dispute or grievance between the Contractor and the State,
the procedures set forth in Chapler 2.1. Sections 20201 through 20205, 01 Tdle 22, 01 the
CalifOrnia Code 01 Regulations. shall be 10Dowed.
If the ContraCtor wishes 10 appeal the decision 01 the Deputy Director for pubrrc Health or
nis/her designee. tne Contractor shall lollow the procedures sel forth in Division 25.1
(commenCing with Section 38050) ot the Health and Salety Code and the regulations adopted
thereunoer. ;Tille ,. SubChapter 2.5. commencing with SeCtion 251. California Code 01
Regulations. :
b.
e
:USCIII~
"'10,.10&
_c.
Disputes arising out or an audit or examination of a contrad not covered by subdivision (a) of
Section 20204, of Chapter 2.1, Tale 22, of the Cardomia Code of Regulations, and for which
no procedures for appeal are provided in statute, regulation, or the contrad shall be handled In
accordance with the procedures identified in Sections 51016 through 51047, Title 22,
California Code of Regulations.
21. FINANCIAL AND COMPLIANCE AUDIT OF NONPROFIT ENTlTIES
_e.
_
(Applicable only if Contractor is a nonprofit enlily.)
a. Deflllitions within this paragraph are defined in Section 38040 of the Heafth and Safety Code,
which, by this reference, is made a part hereof. .
Contractor agrees to obtain an annual single, organization-wiele financial and compliance
audit. The audit shall be conducted In accordance with the requirements specified in the
Federal Office of Management and the Budget (OM B) Circular A-133, "Audits of Institutions of
Higher Education and Other Nonprofrt Organizations." .
References to "Federar In OMB Circular A-133 shall beconsielered to mean "Federal anellor
State" in contracts where stale funds are present either alone or in conjUndion with federal
funds.
The audit shall be completed by the 15th day of the filth month following the end of the
Contractor's fiscal year. Two copies of the audit report shall be delivered to the stale program
funding this contract. The report shall be due within 30 days after the completion of the auel'll.
lithe Contractor receives less than $25,000 per year from the State, the audit shall be
conducted biennially, unless there is evidence of fraud or other violation of state law In
connection with this contract. This requirement takes precedence over the OMB A-133 section
which exempts from federal audit requirements any nonprofit institution receiving less than
$25,000 per year.
The cost of such audit may be included in the funding for this contract up to the proportionate
amount this contract represents oflhe Contractor's tolal revenue.
The State, or its authorized designee including the Bureau 01 State Audits, is responsible for
conducting contract performance audits which are not financial and compliance audits. .
Nothing in this contract limits the State's responsibility or authority to enforce state law or
regulations, procedures, or reporting requirements arising pursuant thereto.
Nothing in this paragraph limits the authority of the State to make audits of this contract,
provided, however, that if'independent audits arranged for by Contractor meet generally
accepted governmental auditing standards. the State shall rely on those audits and any
additional audit work shall build upon the work already done.
The State may, at its option, direct its own auditors to perform the single audit described in
OMS CirCtJlar A-133. The State's auditors shall meet the Independence standards specified In
Government Auditing Standards. The audit shall be conducted in accordance with OMS
CiraJlar A.133 so as to Salisly all state and federal requirements for a single organizalion-wicle .
audit.
CONTRACT AMENDMENTS
b.
c.
d.
f.
g.
h.
i.
j.
This ::omract may be amended by mutual agreement between the panies as Stipulated in the body
of this contract. The amendment may be subject to the approval of the Department of General
Serv:ces.
,
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23. CONFLICT OF INTEREST-CURRENT AND FOflMER STATE EMPLOYEES
_. Current State Officers and Employees
(1) Contractor shall not utilize in the performance of this contract any state officer or
employee in the state civil service or other appointed state official unless the
employment, activity, or enterprise is required as a concf~ion of the officer or employee's
regular state employment. Employee In the state civil service Is defined to be any person
legally holding a permanent or intennitlent position in the state civil service.
(2) If any state officer or employee is utilized or employed in the performance of this
contract, Contractor shall first obtain wrillen verification from the State that the
employment, activity, or enterprise is required as a condition of the officer's, employee's,
or official's- regular state employment and shall keep said verifICation on file for three
years after the tennination of this contract.
(3) Contractor may not accept occasional wall< from any currently employed state offICer,
employee, or official.
(4) If Contractor accepts volunteer work from any currently employed state officer,
employee, or official, Contractor may not reimburse, or otherwise payor compensate,
such person for expenses incurred, including, without limitation, travel expenses, per
diem, or the like, in connection with volunleer woll< on behall of Contractor.
(5) Contractor shall not employ any state offICers, employees, or officials who are on paid or
unpaid leave of abserlCe from their regular state employment.
(6) Contractor or anyone having a finarlCial interest in this contract may not become a state
officer, employee, or official during the term of this contract. Contractor shall notify each
of its employees, and any other person having a finarICiaI interest in this contract that it is
unlawful under the Public Contract Code for such person to become a state officer,
employee. or official during the term of this conlract unless any relationship with the
Contractor giving rise to a financial interest, as an employee or otherwise, is first
terminated.
(7J Occasional or one-time reimbursement of a state employee's travel expenses is not
acceptable.
b. Former State Officers and Employees
(1) Contractor shall not utinze in the performance of this contract any tormerly employed
person of any state agency or department that was employed under the state civil
service, or olherwise appointed to serve in the state government. il that person was
engaged in any negotiations. transactions. planning, arrangement. or any part of the
decision-making process relevant to the conlract while employed in any capacity by any
Slale agency or department. This prohibition shall apply lor a two-year period begiMing
on Ihe date the person left state employment.
(2) Contractor shall not utilize within 12 months lrom the date of separation 01 services, a
lormer employee 01 the contracting state agency or dePartment if thallormer employe~
was employed in a policy-making poSition in the same general SUbject area as the
proposed contract within the 12-rnonlh period prior 10 the employee leaving slale service.
Failure 10 Comply with Subpans a or b
c.
e
II Contractor violales any prOVIsion 01 sutlparts a or 0 aODve. sucn action Oy Contractor shall
'enaer tnlS contrae: VOIO. IJnless me VlolatiOr. IS te=.-:r./Cal Of nonsuosranrwe
:us 01 1_
P1Q.12ct U
~ONTRACTORNAMECHANGE
Contractor shall provide a written notice to the Stale at least 30 days prior to any changes to the
Contractor's QJrrent legal name.
25. NOVATION
If the Contractor proposes any novation agreement, the State shall act upon the proposal within
60 days after receipt of the written proposal. The State may review and consider the proposal,
consult and negotiate with the Contractor, and accept or reject all or part of the proposal.
Acceptance or rejection may be made orally within the 60-clay period, and confirmed In writing
. within five days. .
26. DRUG.FREE WORKPLACE
e
Contractor certifies to the State that it will provide a drug-free workplace by doing all of the
following:
a.
Publishing a statement notifying employees that the unlawful manufacture, distribution,
dispensation, possession, or use of a controlled substance is prohibited in the person's or
organization's workplace and specifying the actions that wl1l be taken" against efT1)loyees for
violations of the prohibition.
Establishing a drug-free awareness program to inform employees about all of the following:
(1) The dangers of drug abuse in the workplace.
(2) The person's or organization's policy of maintaining a drug-free workplace.
(3) Any available drug counseling, rehabilitation, and employee assistance programs.
(4) The penalties that may be imposed upon employees for drug abuse violations.
Requiring that each employee engaged in the performance of the contract or grant be given a
copy of the statement required by subdivision a and that, as a condition of employment on the
contract or grant, the employee agrees to abide by the terms of the statement.
Contractor agrees this contract may be subject to suspension of payments or termination of
this contract, or both, and the Contractor may be subject to debarment, in accordance with the
requirements of the Govemment Code, Section 8350 et seq.. if the Department determines'
that any of the following has occurred:
(1) The Contractor or grantee has made a lalse certification.
(2) The Contractor violates the certification by lailing to carry out the requirements of
subdivisions a through c above.
b.
c.
d.
27. COVENANT AGAINST CONTINGENT FEES
The Contractor warrants that no person or selling agency has been employed or retained to
solicit/secure this contract upon an agreement 01 understanding lor a commission, percentage,
brokerage, or contingent tee, excepting bona fide employees or bona fide established commercial
or selling agencies retained by the Contractor lor the purpose of securing business. For breach or
_ violation of this warranty, the State shall have the right to annul this contract without liability or in its
. discretion to deduct lrom the contract price or consideration. or otherwise recover. the full amount of
such commission. percentage. brokerage. or contingenlfee.
.
28. FINAL INVOICE-FINAL REPORT-RETENTlO.N OF FUNDS
e (AppUcable only if a Iin~J report is required by the contract)
The State may, at its discretion, wfthhold 10 percenl (10%) of the face amount of the contract.
50 percent (50%) of the final invoice, or $3,000, whichever is llreater, until receiving a final report
that is satisfactory to the State.
29. CONTRACTOR PERFORMANCE EVALUATION
The Stale may, at Its discretion, evaluate the performance of the Contractor at the COnclusion of the
contract. If performance Is evaluated, the evauation shan not be a pubrlC r~rd, but may be p/aced
on file With the Departme!lt of General Services. Negative performance evaluations may be
considered by the State prior to makIng future contract awards. Performance evaluations may
indude. but not be United to, the following:
a Whether the work or services were COmpleted as Specified.
b. The reasons for and amount of cost overruns, if any.
c. Whether the work or services met the specified qua6ly Slandalds.
d. Whether the Contractor fulfilled all contract requirements.
e. The factors outside the Contractor's control thaI may have caused performance diffICUlties.
30. OFFICIALS NOT TO BENEFrr
No members of or delegate to Congress or the Slate Legislature shall be admitted to any share or
APart of this contract, or to any benefit that may arise therefrom. This provision shall not be
~nstrued to extend to this contract if made wfth a corporation for its general benefits.
e.
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