HomeMy WebLinkAbout28-Mayor's Office
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Patrick J. Morris, Mayor
Subject:
Resolution of the Mayor and Common
Council of the City of San Bernardino
ratifying the submittal of a grant application
to the California Department of Corrections
and Rehabilitation, Division of Community
Partnerships authorizing the Mayor to
execute the grant contract, and authorizing
the Mayor's office to administer the Inter-
Governmental Partnership prison reentry
planning grant.
MICC Meeting Date: February 20, 2007
Dept: Mayor's Office
Date: January 31, 2007
Synopsis of Previous Council Action:
1/16/07 Grants Ad Hoc Committee Meeting-Item recommended for approval.
Recommended Motion:
Adopt resolution
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Signature
Contact person: Kllrt lA/ilc:nn
Phnn..' (!:In!:l) "lR.4_li1 "l"l
Supporting data attached:grant application staff report,
resolution, contract Ward: Citywide
FUNDING REQUIREMENTS: Amount: $100,000 in grant revenue
Source: (Acct. No.)
(A~,..t n~~,...ription)
Finance:
Council Notes:
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Agenda Item No. ~
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino ratifying the
submittal of a grant application to the California Department of Corrections and Rehabilitation,
Division of Community Partnerships authorizing the Mayor to execute the grant contract, and
authorizing the Mayor's office to administer the Inter-Governmental Partnership prison reentry
planning grant.
Background:
Our police department and District Attorney have done an exemplary job of capturing and
prosecuting the criminal element that has plagued our community. However, 90-95% of the
people from this community who commit a felony will return to this community after their
prison sentence. The current system releases prisoners to our streets with nothing more than
$200 in their pocket and instructions to report to the parole office in San Bernardino. Every
Wednesday morning 50 newly released parolees are returned to this community a few blocks
from City Hall. As oflast week there are 2,088 parolees in San Bernardino City. This is greater
than 1 % of our population and does not include the 5,000 people on probation from County jail.
California has the worst recidivism rate in the country at 70% within 3 years and greater than
80% within 5 years. Even with the most conservative calculation, this means that 1,462 of our
current parolees will return to prison after committing more crime in our community.
In essence, our parole population will be responsible for 1,462 crimes against San Bernardino
residents if each parolee is caught the first time they re-offend. Realistically, they will likely
commit multiple crimes before being caught and returned to prison. If each parolee committed 3
crimes before apprehension it would equal 4,385 crimes against San Bernardino residents.
Given the current status of our state prison system we could likely see more parolees released to
our community in the near future. We must be prepared to minimize their tendency to re-
victimize our citizenry.
It is critical that we begin examining programs which reduce the likelihood that our citizens will
be victimized. Even with the current $10.2 billion budget of the Department of Corrections and
Rehabilitation, the penal system continues to fail. A federal Judge has cited this failure as the
reason for taking over the prison health care system. Additionally, in June, the federal courts are
prepared to take control of the entire prison system if radical changes are not made by the
Department of Corrections and Rehabilitation. If the federal courts assume control of the prison
system, the courts have indicated they will cap the number of prisoners and release the rest. This
is especially significant because we currently have 165,832 state prisoners in a system designed
at a capacity of only 83,611.
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To further complicate the situation, the Determinant Sentencing Law has been found
unconstitutional. As a result, prisoners whose sentences included enhancements could have their
sentences recalculated and be released back to our streets. The state Director of Parole estimates
the number of affected inmates to be approximately 62,000. Once again, this could result in the
early release of additional parolees into our community.
Proposed Planning Grant
In the last few weeks, our office has met with virtually every leading authority on the subject on
reentry. This includes victim's rights groups, the current and former Secretaries of the California
Department of Corrections and Rehabilitation, the State Director of Parole, SBPD, Sheriff's
Department, District Attorney's Office, ex-offenders, religious groups, non profit organizations,
colleges & universities, employers, and elected officials. We have formed an advisory panel of
experts to help design a parole reentry program that will allow us to assert control over our local
parolee population and significantly reduce the rate of recidivism and victimization of our
citizens.
We have been awarded one of only two grants issued by the Department of Corrections and
Rehabilitation, Division of Community Partnerships so that we can begin this one-year planning
process. This grant provides $100,000 with no match required. The money will facilitate the
planning process so that we can incorporate best practices in crafting a strategy that lessens the
victimization and financial impact currently associated with parolees while ensuring that our
community does not assume the burden of parolees who belong in other communities. This is
not an implementation grant so we are not ready to actually begin any programs. Accepting this
grant will only allow the planning of a program to begin. It will not commit the City into any
program, concept, or idea. Instead, we will seek thoughtful input from elected officials, citizens,
and business owners as we seek adequate solutions to a growing problem that threatens the crime
reduction progress we have made to date.
Financial Impact:
$100,000 in grant revenue with no matching funds required.
Recommendation:
1. Adopt resolution
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF A GRANT
APPLICATION TO THE CALIFORNIA DEPARTMENT OF CORRECTIONS AND
REHABILITATION, DIVISION OF COMMUNITY PARTNERSHIPS
AUTHORIZING THE MAYOR TO EXECUTE THE GRANT CONTRACT, AND
AUTHORIZING THE MAYOR'S OFFICE TO ADMINISTER THE INTER-
GOVERNMENTAL PARTNERSHIP PRISON REENTRY PLANNING GRANT.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor and Common Council of the City of San Bernardino
hereby ratify the submittal of a grant application to the California Department of Corrections
and Rehabilitation, Division of Community Partnerships, a copy of which is attached as
Exhibit "A" and incorporated herein, and authorize the Mayor's Office to administer the
grant as outlined in the attached grant application.
SECTION 2. The Mayor of the City of San Bernardino is hereby authorized and
directed to execute on behalf of said City a contract with the California Department of
Corrections and Rehabilitation, Division of Community Partnerships, a copy of which is
attached as Exhibit "B", and incorporated herein.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF A GRANT
APPLICATION TO THE CALIFORNIA DEPARTMENT OF CORRECTIONS AND
REHABILITATION, DIVISION OF COMMUNITY PARTNERSHIPS
AUTHORIZING THE MAYOR TO EXECUTE THE GRANT CONTRACT, AND
AUTHORIZING THE MAYOR'S OFFICE TO ADMINISTER THE INTER-
GOVERNMENTAL PARTNERSHIP PRISON REENTRY PLANNING GRANT.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof,
held on the
day of
, 2007, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
BAXTER
BRINKER
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this day of
2007.
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to Form:
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CITY OF SAN BERNARDINO
MAYOR'S OFFICE
INTEROFFICE MEMORANDUM
TO:
Grants Ad Hoc Committee
FROM:
Kurt Wilson, Director, Office of Community Safety and Violence Prevention
SUBJECT:
California Department of Corrections and RehabilitationlPrisoner Re-entry
Planning Grant
DATE:
January I I, 2007
COPIES:
Approximately 1% of the City's population is currently on parole. Statistically, most of these
parolees will re-offend and victimize San Bernardino residents. The Mayor's office wants to
increase constituent safety by reducing the rate of recidivism and increasing the rate of
successful reentry for San Bernardino parolees. Most importantly, this is to be done without
importing new parolees from other cities.
A grant program from the California Department of Corrections and Rehabilitation (CDCR) was
announced late last year for $500,000 X 3 years to implement a reentry program. This would
have required the City to submit a complete reentry strategy as a part of the grant application.
Due to timing constraints of the grant submittal deadline (December 5, 2006), it was not possible
to design such a program. As an alternative, the Mayor's Office submitted the attached grant
application to CDCR requesting $100,000 to simply plan a locally appropriate strategy to address
parolees in the City. On December 29, 2006, CDCR announced that the City of San Bernardino
was one of only two agencies in California selected for funding (pending an approved
agreement). There are no matching funds required as a part of the grant and the Mayor's office
will serve as project manager.
The $ I 00,000 grant will fund a pre-defined collaborative planning process. There is an in-kind
match of $99,000 that consists of costs for electricity, telephone, minor photocopying, and
related staff time. This in-kind cost is split between the Mayor's office ($50,000), Goodwill
Southern California ($39,000), and other volunteer partners ($10,000).
Several partners have been selected to participate in this process. The most notable of these are:
San Bernardino police department, California Department of Justice, U.S. Department of Justice,
San Bernardino County Sheriff's Department, California Department of Corrections and
Rehabilitation, Cal State San Bernardino, San Bernardino Valley College, Goodwill Southern
California, San Bernardino County Probation, U.S. probation, and San Bernardino County
District Attorney's Office. The deliverable, at the end of the 12-month planning process, will
include a blueprint for prisoner reentry that can conceivably be implemented in San Bernardino
or another jurisdiction pending approval and funding.
Should the Grants Ad Hoc Committee recommend that the Council ratify the submittal of this
grant application and authorize the Mayor's Office to administer the grant, a resolution will be
prepared for the February 5, 2007 Council meeting.
DEPARTMENT OF CORRECTIONS AND REHABILITATION
DIVISION OF COMMUNITY PARTNERSHIPS
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Intergovernmental Partnership (IGP) Grant Program
SECTION I: APPLICANT INFORMATION
I
:~A. APPLlCAIi'fltEAtl~l1ON " " . ~ .' - - . -. .:' -'" "'. -'; \ - .-
~. . . ~..., ._.. '.. .L . .' ., , . .. .. .. .. H .. -, -- .. ~- -- .'
ORGANIZATION NAME
TelEPHONE NUMBER
City of San Bernardino, Office of the Mayor
STREET ADDRESS
909-384-5133
CITY
STATE
ZIP CODE
300 N. D Street
San Bernardino
CA
92418
MAILING ADDRESS
CITY
STATE
ZIP CODE
300 N. D Street
San Bernardino
CA
92418
City of San Bernardino, Office of the Mayor
TELEPHONE NUMBER
CONTACT PERSON
Kurt Wilson
909384-5133
FAX NUMBER
300 N. D Street
909 384-5067
STATE
ZIP CODE
E-MAIl ADDRESS
NAME AND TInE
TELEPHONE NUMBER
Kurt Wilson, Director, Office of Community Safety & Violence Prevention
909384-5133
STREET ADDRESS
FAX NUMBER
300 N. D Street
909 384.5067
CA
92418-0001
E-MAlLAODRESS
wilson_ku@sbcity.org
F. PROJECT FINANCIAL OFFICER
CITY
San Bernardino
STATE
ZIP cooe
NAME AND TITlE
TELEPHONE NUMBER
Kurt Wilson, Director, Office of Community Safety & Violence Prevention
909384-5133
STREET ADDRESS
FAX NUMBER
300 N. D Street
San Bernardino
CA
ZIP CODE E-MAIL ADDRESS
92418-0001 Wilson_ku@sbcity.org
CITY
.STATE
G. APPLICANrs AGREEMENT
, By sIgnmg this applicauon the applicant assures thallhe grantee wIll abIde by tJ1e taws, policIes and procedures govermng thrS funding
. > ~ \ ~ ~
NAME AND Trrle OF PERSON AUTHORIZED TO SIGN AGREEMENT
Ma or Pat Morris
APPLlCANrs SIGNATURE
DATE
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12/04/06
-0 GRANTS RFA 121412006
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SECTION II: STATEMENT OF NEED
A. IDENTIFIED NEEDS
In the space below, identify the needs in the community that the project proposes to address.
In response to the Califomia Department of Corrections and Rehabilitations' Division of
Community Partnership - Intergovernmental Partnership. Grant Program Announcement, the City
of San Bernardino, Mayor's Office is proposing to develop a unique and innovative citywide
reentry collaboration involving government, judiciary, law enforcement, education, social
services, community-based and faith-based organizations. Never before in the history of the
City of San Bernardino has the Mayor's Office, Parole Region IV, San Bernardino County
Probation Department, San Bernardino City Police Department, Department of Behavioral
Health, community-based organizations, faith-based organizations, educational institutions and
other interested stakeholders launched into a thorough and comprehensive strategic planning
effort to create an easily-replicated model for successful reentry of ex-offenders into the
community.
With technical assistance and guidance provided through the San Bernardino City Reentry
Collaborative, these entities are empowered with the opportunity to truly engage in a needs
assessment and gap analysis that spans the City of San Bemardino from which departmental
strengths, resources, and operations may be engaged, developed and strategically implemented
for services to our ex-offender population and their families.
San Bernardino County is the largest county in the United States and ranks second in the
number of persons currently incarcerated and on parole in the State of California and third in the
nation (Bureau of Justice Statistics, 2005). In May 2006, 29,136 persons were under the
supervision of Parole Region IV. Homicides in San Bernardino increased from 50 in 2004 to 58
in 2005. Among the victims last year were five children, including 11-year-old Mynisha Crenshaw
and 16-year-old Melanie Miers. Oakland had 94 homicides in 2005, six more than the year
before. In Los Angeles, homicides dropped from 518 in 2004 to 487 in 2005 (San Bernardino
Sun, May 2006). According to the 11th Annual America's Safest (and Most Dangerous Cities
Awards by Morgan Quitno, in 2005, the City of San Bemardino ranked the 18th Most Dangerous
City, the second most dangerous city in California, only outranked by Richmond, CA.
Parolees in San Bernardino City have become the focus of the State of California. In March
2006, the California Department of Corrections and Rehabilitation (CDCR), Parole, began a pilot
program billed as "a significant step in quelling violent crime"-using GPS technology to monitor
gang members on parole. There are approximately 3,000 documented gang members and
2,000 parolees in the City of San Bernardino (San Bernardino Police Department, 2006). This
pilot program, averaging $64,000 annually, is being funded by the CDCR (San Bernardino Sun,
March 2006).
The San Bernardino City Reentry Collaborative (SBCRC) is lead by Mayor Pat Morris. Mayor
Morris ran on the platform of building a safer, stronger and more vibrant community in a city
stricken with high rates of crime and poverty (San Bernardino Sun, March 2006). He is no
stranger to working with San Bernardino ex-offenders and reentry having spent three years as a
deputy with the San Bernardino County District Attorney's Office and thirty years on the Superior
Court Bench. In 1981, Mayor Morris was named Inland Southern California's Trial Judge of the
Year for his outstanding contributions to the administration of justice.
IGP GRANTS RFA 12/412006
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Mayor Morris believes in the necessity of collaborations and networking to best serve those in
need. Mayor Morris was Presiding Judge of the San Bernardino County Juvenile Court for five
years, leading to a number of institutional changes within the Juvenile Court and Children's
Services in San Bernardino County. He was the founder of the San Bernardino County
Children's Network - a comprehensive interagency networking system to coordinate and
enhance services to high-risk children. The Network, which includes a children's policy-making
council and a public-private foundation (The Children's Fund which has raised and distributed
over 15 million dollars to assist at risk children and families in the San Bernardino County), has
received national recognition since its inauguration in 1985, both for its innovative design and for
its demonstrated ability to improve service to children.
In 1994, Mayor Morris established one of California's first drug treatment court programs. He has
advocated statewide, nationwide and internationally for treatment alternatives for non-violent
addicts appearing in the Criminal Justice System. In 1996, Mayor Morris was appointed by
California Chief Justice, Ron George, to chair the Judicial Council Task Force on Drug Courts in
California, and in 1998, was elected Chairman of the Board of the National Association of Drug
Court professionals. In 1999, Mayor Morris established one of the nation's first Mental Health
Courts to treat the seriously mentally ill caught up in the Criminal Justice System. Mayor Morris
recently served as Presiding Judge of the Juvenile Courts with a goal of establishing drug and
mental health treatment opportunities for parents and youth both in Dependency and
Delinquency Court.
While Mayor Morris' term has been brief (approximately nine months), his plan to increase safety
and decrease crime has already yielded impressive results (15% reduction in overall crime
citywide & 50% reduction in violent crime within targeted area!). On June 10, 2006, Mayor Pat
Morris and over twenty partners officially launched Phase I of Operation Phoenix, an innovative
crime fighting and community restoration strategy that focuses on working together to solve
neighborhood problems of crime and violence. Phase I of Operation Phoenix brought an
unprecedented collaboration by leaders in government, the community and business to create a
comprehensive set of interlocking crime suppression, intervention and prevention strategies
initially deployed in a 20-block area in the central city. Today, more than 45 public, private, and
non profit partners participate in Operation Phoenix. In an effort to combat the continuing surge
of violence in the City of San Bernardino, Mayor Morris implemented Phase II of Operation
Phoenix, which included the .Safe Summer for Youth" initiative (providing organized no-cost
recreation activities citywide), a redeployment of police department resources (specialized
staffing patterns, assistance from outside law enforcement agencies, and the leasing of a police
helicopter), and a series of citywide short and long-term strategies implemented through the
creation of the Office of Community Safety and Violence Prevention. These citywide initiatives
require additional resources and Phase II contained a plan for obtaining the additional funding.
Initiated by the Mayor, measure Z (a ballot measure to raise about $5.6 million annually to hire
more police and pay for crime-fighting programs in San Bernardino) and Measure YY (an
advisory measure on public safety) were both victorious in the November election (Press
Enterprise, November 8, 2006).
B. EXISTING RESOURCES
In the space below, explain why existing state and local resources are inadequate to address
the identified need(s).
-- .
While the recent passage of Measure Z provides funding for crime suppression, it does not
provide for ex-offender reentry. In April 2005, the Department of Labor announced the
President's Prisoner Reentry Initiative Demonstration Grant. While San, Bernardino submitted
proposals, no funds were awarded. State and Government agencies are designed to work well
IGP GRANTS RFA 12/412006
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as a reactive body and in a vacuum - isolating their concems from all other levels of
government. In the absence of a well-articulated master plan, cities will continue to deny
responsibility for the success or failure of parolees. Law enforcement agencies, in turn, will
remain so consumed with the enforcement side of their job that they will be unable to address
the root causes of recidivism.
Budget-driven priorities have skewed the ability of state and local agencies to independently
address the issue of recidivism. In this rigid structure with increasingly scarce resources,
agencies are unable to adequately address such a complex issue. This method is only useful
when addressing issues, for which, a single agency clearly has sole responsibility. It is much
less effective, however, in addressing issues of mutual concern or with overlapping jurisdictional
boundaries. Simply put, governmental agencies are not designed to work well together. This
inefficiency leaves a series of service gaps.
Individuals seeking to successfully re-enter society are the most likely to fall through those
service gaps and have their needs unmet. If a comprehensive long-term outcome could be
mapped out, it could pave the way for a change in service delivery at the state and local levels.
The existing structure has failed to forge the type of collaboration necessary to navigate this
multi-tiered bureaucracy. A comprehensive plan to address recidivism is the first step to
creating the collaboration needed to affect real change.
SECTION III: PROJECT DESIGN
A.
PROJECT DESCRIPTION
In the space below, describe the proposed project: goals and expected outcomes; expected
program requirements for participants; and program structure, including specific services to be
provided and where and when service delivery would occur; and include a general discussion of
how the program would identify, assess and provide services according to the diverse array of
offender needs (including how the program would motivate change). In addition, discuss who
wo'uld provide services (i.e. project staff by position) as well as how they would be selected and
trained. Please include the resumes of any key staff, including at a minimum the Project
Director (where available).
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The City of San Bernardino recognizes the need for a seamless transition system from
correctional facilities to communities. The City will leverage existing resources through a
collaborative process that will include a strategy committee that represents the service network.
There is a clear understanding within the State of California that the criminal justice system
cannot deal with the issue. of offender reentry alone (J. Petersilia, 1990). In fact, the City of San
Bernardino acknowledges the need exists to include other partners such as community-based
providers, local governments, the education community and faith-based organizations. The U.S.
Department of Justice, Task Force for Faith-Based & Community Initiatives states, "Preparing
prisoners for their retum home, as well as supervising and assisting them after their release, is
critical to reducing recidivism rates and the societal costs of reincarceration.' Assisting ex-
prisoners in finding and keeping employment, identifying transitional housing, receiving
mentoring & benefits, and addressing issues of transportation, literacy, socialization, and
addiction are the key elements of successful re-entry into our communities.
IGP GRANTS RFA 121412006
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Utilizing best practices of "Value-Based Initiative (VB I)" and Ready4Work Prisoner Reentry
Initiative models, and Reentry Efforts of Idaho and Massachusetts, as presented by the U.S.
Department of Justice, Office of Community Oriented Policing Services and other publications,
the SB Collaborative will call together law enforcement agencies, community groups (both faith-
and community-based) and social service organizations with the goal of reducing crime and the
fear of crime and improve the quality of life in their neighborhoods by successful reintegration of
those returning from prison.
Through the Intergovernmental Partnership Grant Program by the California Department of
Corrections and Rehabilitation, the City of San Bernardino is looking to bring together qualified,
vested stakeholders into this ex-offender reentry strategic planning initiative process. The San
Bernardino City Reentry Collaboration (SBCRC) will bring together prominent academics,
practitioners, community leaders, policymakers, advocates, and former prisoners to explore the
policy and community impact of various components of reentry such as housing, health care,
public safety, and civic participation. The City of San Bernardino (SB) Mayor's Office called
together the following stakeholders in reentry to discuss barriers to successful ex-offender
reentry into the community. The stakeholders have begun to identify the barriers and gaps in
service throughout SB's system including access to treatment programs, affordable housing,
educational programs and employrnent opportunities.
The following organizations were carefully selected for their knowledge, expertise and
experience in areas identified as "gaps" in the services that ex-offenders need for successful
reentry. They have contributed to the planning of the San Bernardino City Intergovernmental
Partnership Grant Program proposal:
. California Department of Corrections and Rehabilitation, Parole, Region IV (law
enforcement)
. County of San Bernardino Department of Behavioral Health (mental health)
. County of San Bernardino Department of Probation (law enforcement)
. Time for Change Foundation (nationally-recognized and the only comprehensive reentry
program in San Bernardino)
. Goodwill Southern California (employment services)
. San Bernardino Police Department (law enforcement)
In addition to the aforementioned organizations, the following types of organizations will be
sought to participate in the SB Reentry Collaboration:
. Housing authority
. Faith-based organization (FBO)
. Victim's rights organization
. Adult Education institution
. Victims' advocacy groups
. Employers
The aforementioned organizations were chosen to participate in the SBCRC due to their
knowledge and influence:
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Law Enforcement (Parole, Probation Region IV, City of San Bernardino Police Department) will
provide:
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. Power and influence: Law enforcement agencies are among the most significant
organizations in the communjty because they help maintain social order by controlling crime
and protecting the public from harm
. Skills and tools to control crime: Law enforcement agencies have the tools and skills to
identify, track, and apprehend criminals as well as monitor, guide and assist ex-offenders.
. Reliable crime data: Law enforcement agencies have the most accurate information about
crime in the community. They can provide a link to faith- and community-based
organizations (FCBOs) exactly where. for instance ex-offenders are being released to. their
needs and the needs of their families. This level of precise information, FCBOs, working in
conjunction with law enforcement agencies, can develop on-target strategies for providing
services to those reentering the community,
. A growing capacity for collaboration: In the past, law enforcement agencies had been
considered dictatorial in their approach to law enforcement. Today, however, most law
enforcement agencies have embraced the principles of community policing and
collaborative problem solving. Many have been trained through COPS' Regional Community
Policing Institute programs or other training initiatives. The recent passage of Measure Z will
provide funding for the 26 additional officers needed to fully implement the community
policing model. As a result, law enforcement agencies are now experienced in, or at least
open to, working with FCBOs and other groups to jointly address crime prevention and
related issues.
Faith- and Community-Based Organizations provide:
. Dominant community force: In many troubled urban communities, faith- and community-
based organizations (FCBO) function as a stabilizing force. Religious institutions and
community centers often become even more important in the lives of people after a
community experiences upheaval. FCBOs are frequently a focal point of activity, providing a
range of spiritual, social, basic needs and support services to those who are the most in
need.
. Extensive understanding of social issues that underlie crime: Clergy and other CBO leaders
are trained to deal with the special needs populations with disadvantages.
. Established infrastructure for addressing basic human needs: Most FCBOs have an
established infrastructure for addressing the special and basic needs of their communities.
. Voice of moral and secular authority: In many disadvantaged communities, FCBOs are
often viewed as the leaders of moral and secular authority. Often FCBOs can rally their
communities to work together towards lasting solutions to problems relating to their
communities.
Department of Behavioral Health (DBH) provides:
. Expertise on community needs: DBH is responsible for the overall planning,
implementation, direction, coordination, and evaluation of the San Bernardino County
Department of Behavioral Health. Responsibilities include writing grant applications,
developing assessment protocols, and interpreting regulations. Additionally, liaison duties
with State and local agencies, interaction with citizen advisory boards, and interaction with
other public and private agencies is shared by all management staff of the Department.
. Help for individuals and their families: Individuals with issues of mental health and
substance abuse to find solutions to challenges they face so that they may function within
their families and community by providing effective, efficient, and culturally based services.
. Community-based programs: Programs promote recovery, maintain members in the
community, and decrease the need for acute care hospitalization.
. Alcohol and drug services: DBH provides a full range of substance abuse treatment
services for San Bemardino County communities and residents. While individuals on parole
have non-DBH services available to them, once the individual is discharged from parole
obligations, DBH can provide a continuum of care for those in need of alcohol and drug
services.
. Forensic services: DBH's Forensic Services is comprised of several programs designed to
provide comprehensive mental health services to individuals who are incarcerated, on
IGP GRANTS RFA 121412006
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probation, or who have been released into the community from a state hospital on the
condition that they receive outpatient mental health services.
Other Social Service Organizations provide:
. Community concem/familiarity, knowledge and expertise: The goal of the social service
organizations in San Bernardino is to strengthen the well-being of the citizens, whether
physical, social, financial or emotional.
. Strong collaboration history: The joining together of various County departments and
community agencies to collaborate their efforts for the betterment of the community. They
strive to foster community partnerships through the integration of services between County
departments, the City of San Bernardino, the faith-based, nonprofit, business, education and
medical communities.
STEP 1: GOALS OF SB CITY REENTRY COLLABORATIVE (SBCRC)
The goal of the SBCRC is to develop new thinking on the issue of prisoner reentry and to foster
policy innovations that will improve outcomes for individuals, families, and communities.
San Bernardino City, along with the aforementioned partners, has identified the following long-
term goals for ex-offender reentry:
. Enhance public safety by equipping each offender with the skills necessary to
successfully reintegrate into society;
. Improve the effectiveness of existing community resources by fostering linkages and
accessing currently provided services;
. Establish formalized strategic partnerships among state, local and private entities for
supporting successful reentry;
. Articulate long-term strategies to address issues such as: housing, transportation,
treatment, literacy, benefit acquisition, socialization, etc.
. Ensure program sustainability, accountability, and the implementation of research-based
practices.
. Develop and document a community-wide strategic plan to improve successful
reintegration/reentry of ex-offenders and to enhance community safety in SB;
. Assist in implementation and support programs through appropriate community agencies
and associations;
. Assist and support community groups in acquiring, developing or enhancing the tools
needed to operate programs to increase safety and ensure successful
reintegration/reentry of ex-offenders;
. Seek funds and create partnerships essential for sustaining long-term crime prevention
programs;
. Promote policy solutions to issues of reintegration/reentry, crime and community safety;
and
. Monitor and evaluate on an ongoing basis the progress and impacts of plans and
implementation.
STEP 2: STRATEGIC PLAN DEVELOPMENT-INFORMATION GATHERING
The strategic plan will be developed based on information from a number of sources including
SBCRC members and:
. a review of scholarly and popular literature, along with government documents;
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materials produced by non-government organizations, and websites of municipal, and local
governments and crime prevention initiatives they fund;
.
a review of risk and protective factors for crime prevention and approaches to crime
prevention at the community level, state, national and international levels;
notes from interviews conducted by Collaboration members with a wide range of community
and municipal stakeholders;
.
.
Mayor's reentry strategy committee
interviews with key informants and ex-offenders;
.
.
Parole Department's weekly PAL meetings;
assessment of the City's readiness to engage in the overall process.
The SBCRC will utilize the information gained as a tool that will help to identify key issues that
can help or impede the strategic planning process.
.
The Califomia Department of Corrections and Rehabilitation Gender Responsive Strategies
Commission (GRSC) will be taken into consideration in any analysis of data and information.
The preparation of a strategic plan is a multi-step process covering vision, mission, objectives,
values, strategies, goals and programs.
Within 30 days of notification of award, the SBCRC will meet to discuss the following:
. Grant requirements
. SBCRC Goals for Ex-Offender Reentry and revise as necessary
. Hiring of reentry expert (academia) consultant (to provide review of scholarly and popular
literature, along with govemment documents; materials produced by non-government
organizations, and websites of municipal, and local governments and crime prevention
initiatives they fund; a review of risk and protective factors for crime prevention and
approaches to crime prevention at the community level, state, national and intemational
levels). Dr. Carolyn Eggleston, Associate Dean-College of Education and Director of
Correctional Education, California State University San Bernardino will fulfill this role.
. Timeline for development of SBCRC Strategic Plan (see attached)
. Presentation of assessment of the City's and organizations' readiness to engage in the
overall strategic planning process
. Establishment of Focus Groups: Each member of the SBCRC was selected for their
knowledge, experience and expertise in areas affecting ex-offender outcomes. Focus
groups will extract and evaluate relevant information from participation.
. Introduction to Environmental Scan: An environmental scan is conducted to collect data to
answer questions about the present and future of the state of ex-offender reentry in the City
of San Bernardino. Organizations will utilize an environmental scan in their focus groups as
the first step in the development of the SBCRC Strategic Plan. The environmental scan will:
o Focus on sustainable strategies to overcome barriers to successful outcomes
o Develop a common perception
o Identify strengths, weaknesses, trends and conditions.
o Draw on intemal and external information.
o Become a key on-going process for internal and external honesty and openness
to changing conditions.
, ,
STEP 3: STRATEGIC PLAN DEVELOPMENT-VISION & MISSION DEVELOPMENT
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Approximately 90 days after award, and after individual focus groups have completed their
environmental scans, the SBCRC through the guidance of a facilitator, will join together to
develop the vision and mission for ex-offender reentry in the City of San Bernardino. The
primary question will be, 'What is our preferred future for ex-offenders in the City of San
Bernardino?" The SBCRC will:
.
Draw on the beliefs, mission, and environment of SB.
.
Leverage existing resources
.
Describe what the members want to see in the future in SB.
.
Promote economic self-sufficiency
.
Promote sustainability of efforts beyond scope of grant funds
.
Be specific to each organization, transferring into the SBCRC.
Be positive and inspiring.
.
.
Improve offender outcomes through innovative, evidence-based practices
.
Not assume that the system will have the same framework as it does today and will be open
to change.
Be open to dramatic modifications to current organization, methodology, teaching
techniques, facilities, etc.
.
Creation of a Mission Statement
Once beliefs have been clarified, the SBCRC will build on those beliefs to define a mission
statement, which is a statement of purpose and function. The SBCRC will develop a mission
statement which:
. Draws on belief statements.
. Will be future oriented and portray the City of San Bernardino, as it will be, as if it already
exists.
. Will focus on one common purpose.
. Will be specific to the needs of the ex-offender reentering the City of San Bernardino.
. Will be a short statement, not more than one or two sentences.
The SBCRC vision and mission:
.
Identifies direction and purpose.
Alerts stakeholders to needed change.
.
. Promotes interest and commitment.
"
. Promotes true focus.
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. Encourages openness to unique and creative solutions.
. Encourages and builds confidence and collaboration.
. Builds loyalty through involvement (ownership) and partnerships.
. Results in efficiency and productivity.
STEP 4: STRATEGIC PLAN DEVELOPMENT-STRENGTHS, WEAKNESS, OPPORTUNITIES,
AND THREATS (SWOT)
The SWOT analysis provides information that is helpful in matching the SBCRC resources and
capabilities to the City of San Bernardino's current environment on ex-offender reentry.
The required first step in Strengths, Weaknesses, Opportunities and Threats (SWOT) analysis is
a definition of the desired end state or objective as determined by the SBCRC. The objective
will be explicit and approved by all participants in the SWOT analysis process.
Once the objective has been identified, SWOTs are discovered and listed. SWOTs are defined
as:
. Strengths: attributes of the organization that are helpful to achieving the objective.
. Weaknesses: attributes of the organization that are harmful to achieving the objective.
. Opportunities: external conditions that are helpful to achieving the objective.
. Threats: external conditions that are harmful to achieving the objective.
\',
STEP 5: STRATEGIC PLAN DEVELOPMENT-IDENTIFICATION OF STRATEGIC
DIRECTIONS
Upon completion of the SWOT Analysis, the SBCRC will develop strategies to address strategic
issues and reach their desired goals. The following steps will be taken to ensure genuine
strategic thinking amongst the SBCRC:
1. Recognize strategies to be associated with, e.g., resolving major issues, developing new
methods of delivery, servicing "difficult" to serve ex-offenders, and necessary
mergers/collaborations.
2. Utilize strategies that focus on structural changes as much as possible. These changes
are more likely to direct and sustain changes.
3. Ensure that strategies deal with the question, "How do we position ourselves if the future
changes, and if it is not what we expected?"
4. Use a brainstorming technique to collect all ideas from planning members.
5. Continue to ask, during strategy development, "Is this really a strategic activity? Will it
leverage change in reentry?"
6. Reconsider strategies that have worked or have not in the past.
7. Ensure strategies do not conflict with each other, I.e., that implementing one strategy will
directly impair implementation of another.
8. Development of strategic goals to overcome obstacles such as: benefits, housing,
literacy, vocational training, life skills, transportation, socialization, etc.
STEP 6: STRATEGIC PLAN DEVELOPMENT-DEVELOPMENT OF ACTION PLAN
The San Bernardino City Reentry Collaborative's action planning includes deciding who is going
to do what, by when and in what order for the organization to reach its strategic goals. The
strategic planning process will ensure a) the organization completes action plans to reach each
strategic goal and b) includes numerous methods for verifying and evaluating the actual extent
of implementation of the action plan. The strategic plan (also known as work plan) will:
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1 . Specify the actions needed to address each of the top organizational issues and to reach
each of the associated goals, who will complete each action and according to what
timeline.
2. Develop an overall, top-level action plan that depicts how each strategic goal will be
reached.
3. Develop an action plan for each major function in the San Bernardino City Reentry
Collaborative (e.g., marketing, development, networking, collaboratives, etc.), for each
component of the program. These plans, in total, will depict how the overall action plan
will be implemented. Each action plan will specify the relationship of the action plan to
the organization's overall, top-level action plan.
4. Ensure each stakeholder has an action plan that contributes to the overall program.
These plans, in total, will depict how the action plans of the major components will be
implemented.
5. The format of the action plan will depend upon the nature and needs of the SBCRC that
will be established during the strategic planning process. The plan for the organization,
each major function, each stakeholder will specify:
. The goal(s) to be accomplished
. How each goal contributes to the organization's overall strategic goal
. What specific results (or objectives) much be accomplished that, in total, reach
the goal of the organization
. How those results will be achieved
. When the results will be achieved (or timelines for each objective)
STEP 7: STRATEGIC PLAN DEVELOPMENT-TIMELlNE AND OBJECTIVES
The San Bernardino City Reentry Collaborative will ensure objectives are specific, and will result
in measurable results. The following format will be utilized for the development of objectives:
Strategic Goal
1. (Goal #1)
Strategy Objective Responsibility
1.1 (first strategy 1.1.1 (first (who's going to
to reach Goal #1) objective to reach accomplish that
while objective)
implementing
Strategy #1.1)
Timeline
(when the
implementer is
going to be
accomplish that
objective)
DEVELOPMENT OF SAN BERNARDINO CITY REENTRY COLLABORATIVE PLAN.
PROGRAM MANAGEMENT AND EVALUATION
Mr. Kurt Wilson, MBA, M.Ed. Administration, Director, Office of Community Safety and Violence
Prevention, City of San Bernardino, will act in the capacity of the SBCRC Program Director. Mr.
Wilson brings experience addressing recidivism as an elected official and as the Director -
Office of Community Safety and Violence Prevention. He is intimately familiar with the array of
dynamic issues and consequences surrounding unsuccessful reentry in California. As a private
consultant and certified project manager, Mr. Wilson brings additional insights about the
complexities of producing results through a collaborative process. (CV Attached)
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Dr. Carolyn R. Eggleston has agreed to act in the capacity of Program Evaluator/Consultant for
the San Bemardino City Reentry Collaborative. She provides the project with worldwide
academic credibility as she an Associate Professor, Special Education and the Associate Dean
and Special Education Credential and Masters' Program. Dr. Eggleston received her PhD, from
Virginia Commonwealth University in Education, Urban Services, with correctional/special.
education emphasis. She is currently the Vice President, International Correctional Education
Association (CEA), the Editor and Publisher of the Journa/ of Correctional Education, a member
of the Delegate Assembly of the American Correctional Association and the CEA Liaison of the
American Correctional Association (ACA). She has published numerous academic articles and
received many grants and contracts through the .federal, state, and county governments. (CV
Attached)
Upon completion of the development of the objectives, the SCBRC will utilize grant-writing
resources for fund development for the creation of the SCBRC program, networking existing
resources to provide a successful reentry program for ex-offenders.
SUMMARY: The collaborative seeks expand outcomes for ex-offenders by identifying and
overcoming obstacles to successful reintegration. The SBCRC provides partnering agencies an
opportunity to understand each other's roles, procedures, strengths, weaknesses and resources
to develop a detailed strategic plan to accomplish the development of an easily replicated
strategic plan for ex-offender reentry. Further, with a strategic planning process, these
partnering agencies may effectively identify and fold existing resources and projects into the plan
itself. The streamlining of information and resources between these three entities offers the
opportunity to accomplish true community service linkage that effectively facilitates successful
reentry into the community. Therefore, this process of collaboration with the City of San
Bernardino Mayor's Office, Parole Region IV, San Bernardino County Probation Department,
San Bernardino City Police Department, Office of the City Attorney, Office of the Public
Defender, Department of Behavioral Health, educational institutions, community- and faith-based
organizations will enable each entity to work together to build a strong foundation to ensure that
our target population is linked to existing service resources, maximizing their opportunity for
success. Through the collaborative and strategic agreements among these entities, the San
Bernardino City Reentry Collaborative truly offers the opportunity to streamline service needs
into an integrated, multi-phase strategic plan.
B. TARGET POPULATION
In the space below, identify the project's target population and program eligibility criteria (e.g.,
estimated number of offenders who would participate, criminal history, risk level, targeted
criminogenic needs, types of offenders). Additionally, please describe the tools and/or
processes to be utilized in assessing these factors.
\.
B.1 Target Population: The San Bernardino City Reentry Collaborative is designed to work in
partnership with the proposal submission by Time for Change Foundation and Goodwill
Southern California for the California Department of Corrections and Rehabilitation Community-
Based Reentry Initiative. While the target population will be more clearly identified through the
SBCRC strategic planning process, the entire range of adult offenders will be addressed
(including violent offenders). We anticipate the population to be men and women from 6
months prior to release to 18 months post-release. After award and planning, the SBCRC
initially plans on providing services to 400 individuals. Funding received from the CDCR
Intergovernmental Planning grant would be directed exclusivelY for parolees under the
jurisdiction of CDCR.
B.2 Eligibility:
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We anticipate the eligibility criteria to involve:
1. Participants must enroll on a voluntary basis
2. Commit to a minimum of 6 months participation in SBCRC Program
3. Submit to random drug testing
4. Must live in or be paroling to the City of San Bernardino; however, with replication of the
SBCRC model, this could expand
Referrals to the SBCRC: The process for entrance into the SBCRC Project will be
determined through the strategic planning process; however, it is anticipated that referrals
to the SBCRC will be made by the Parole Unit Supervisor, as well as from the Sheriff, San
Bernardino Police Department, judiciary, Public Defender and/or City Attorney. The
parolee who wishes to participate will be required to sign a memorandum of understanding
and will agree to participation in the SBCRC Project as an additional condition of parole.
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SECTION IV: INTERAGENCY COLLABORATION
.
A. COORDINATED PLANNING PROCESS
In the space below, describe the coordinated planning process undertaken to develop the grant
proposal. Following this description, use the table to identify the individuals who participated in
this planning process. (If necessary, extend the table.)
The CDCR, Division of Community Partnerships, Intergovernmental Partnership (IGP) Grant
Program, Planning Grant, coordinated planning process has been over thirty-years in the
making. Having served 30 years as a judge, Mayor Morris is acutely aware of the need for a
well-developed, comprehensive, coordinated, community-supported reentry program. He
routinely witnessed, firsthand, the deleterious effects of failed reentry as repeat offenders
appeared in his court. The lack of a coordinated reentry program has created a very high rate of
recidivism (San Bernardino City Office of Community Safety and Violence Prevention, 2006).
Immediately after taking office, Mayor Morris began to collaborate and establish the partnerships
that will ultimately affect ex-offender reentry outcomes.
Since taking office in March 2006, Mayor Morris has been working with City and County law
enforcement, government, social services, public, education, and community- and faith-based
organizations discussing respective viewpoints on ex-offender reentry. Understanding the need
to create a reentry program for ex-offenders, the City of San Bernardino Mayor's Office is calling
a meeting of stakeholders interested in reentry. Among the invitees are:
.
.
Parole, Region IV
Department of Behavior Health
Community-Based Organizations
County and Federal Probation
State and Federal D.O.J.
Office of Community Safety and Violence Prevention
Ex-offenders who have successfully reintegrated
.
.
.
.
.
.
All stakeholders will provide input in the development of the proposal. Topics will include the
following:
. Specific needs of ex-offenders to ensure successful community reentry
. Organizations needed to address specifiC needs
. Barriers and solutions to successful reintegtation
. Existing resources for ex-offenders
. Best practices in reentry
. Status and climate of ex-offender reentry
. Possible methods/plans for the CDCR, Division of Community Partnerships,
Intergovernmental Partnership (IGP) Grant Program, Planning Grant
.
Paul Abril, Parole Administrator, Region IV, State Dept. of Corrections Parole Division
Allan Rawland, MSW, ACSW, Department Director, Department of Behavioral Health
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Andrea Mitchel, M.Ed, Administration, Grant Writer, Goodwill Southern California
Lowell King, Executive Director, Goodwill Southern California
Kim Carter, Executive Director, Time for Change Foundation
Kurt Wilson, MBA, M.Ed, Administration, Director, Office of Community Safety and
Violence Prevention, City of San Bernardino
Lynn Van Gilder, MSW, Substance Abuse Program Manager, Department of Behavioral
Health
Patrick 1. Morris, retired Superior Court Judge, Mayor, City of San Bernardino
B. PROJECT COLLABORATION
In the space below, describe the applicant's plan for ongoing collaboration among those who
participated in the planning process and explain the role of each resource/service organization in
the project.
All stakeholders who have participated in the proposal's planning process will continue to
participate in the SBCRC Project.
. Parole, Region IV: Will provide guidance, expertise and will act as a liaison to CDCR
. Department of Behavioral Health: Will provide guidance, expertise and input as to
the behavioral health of parolees
. Goodwill Southern California (GSC): Will provide guidance, expertise, input as to the
employment of parolees. In addition, GSC has committed to the employment of
eligible parolees
. Time for Change Foundation (TFCF): Being a nationally-recognized reentry program,
TFCF will provide guidance, expertise, input on best practice. In addition TFCF is
committed to leading the CDCR complementary grant-CDCR Community-Based
Reentry Initiative, in partnership with GSC.
. Office of Community Safety and Violence Prevention will provide project leadership
on behalf of the Mayor's Office
. Mayor's Office will provide leadership, coordination, call to action
C. PAST COLLABORATION
In the space below, describe the applicant's involvement in other collaborative efforts involving
support services for offenders.
As previously stated, Mayor Morris is a leader in the development of collaborations
resulting in support services for offenders. His legal roots as a deputy with the San
Bernardino County District Attorney's Office, 5 years as a local elected school board
member, 30 years as a Superior Court Judge, and his current position as Mayor of the City
of San Bernardino, has resulted in numerous awards on the development of networks
providing wrap-around services to many special populations, including offenders. This is a
true collaborative project in all participating organizations have provided and will continue
to provide through collaborations for support services for offenders. Operation Phoenix
represents the epitome of the establishment of a large, successful collaboration.
Operation Phoenix consists of 45 organizations, including the following, that are committed
to the tenets of the program (see brochure for additional information):
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. The City of San Bernardino (Mayor's Office, Police Department, Code Enforcement,
Fire Department, Public Services, Parks and Recreation, Attorney's Office, Economic
Development Agency, City Manager's Office)
. San Bernardino City Unified School District (Student Services and School Police)
. California State University-San Bernardino Colleges of Behavioral Science and
Extended Leaming
. County of San Bernardino (Probation Department, Children's Services, Public Health,
Behavioral Health, Children's Network, District Attorney's Office, Public Defender's
Office, Housing Authority)
. Young Visionaries Youth Leadership Academy
. Church of the Nazarene
. Los Padrinos Youth Services
. Job Corps
. California Department of Corrections and Rehabilitation
SECTION V: PROBABILITY OF SUCCESS
A. LIKELIHOOD OF SUCCESS
In the space below, provide an overview of research data that supports the proposed program
structure and describes how the project's effectiveness will be measured. Describe the program
outcome measures and how they will be tracked (e.g. data to be collected, the methods used to
measure incremental offender change; evaluation design; staff performance measures).
Discuss how data will be used for program improvement.
Additionally, please describe the project's ability to eventually sustain itself in the event that grant
funding would cease.
The SBCRC will ensure that the project developed will follow the Califomia Department of
Corrections and Rehabilitation's Principles for Effective Programs:
1. The overall project goal is to provide persons coming from prison with the model of
successful re-entry thereby reducing recidivism and increasing publiC safety
2. Evidenced Based - Research will be utilized in the development of the SBCRC program.
Dr. Carolyn Eggleston, California State University-San Bernardino will ensure academic
integrity and the use of evidenced based research in the decision-making during the
strategic planning process.
3. Implementation of Performance Measures
4. Elevated rehabilitation
5. Targeted interventions (specific crimogenic needs, recognized learning styles, intensive
programming)
6. Use of positive reinforcers to motivate ( incentives)
7. Conduct evaluation and provide data feed back to staff (revise program as needed)
8. Follow appropriate CDCR research protoQol
9. Results obtained from the SBCRC will be made available to interested organizations for
program design and improvement
" .
The City of San Bernardino has reached a critical point in the battle for community safety. The
timing for this collaborative approach is ideal because of the heightened sensitivity and because
the will of the community is particularly supportive. By building on previous successes and
focusing on innovative evidence-based strategies, the collaborative has an excellent likelihood
of success. The City of San Bernardino is committed to the development of programs
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addressing reentry. The SBCRC partners are vested in the strategic planning, development and
implementation of a successful ex-offender reentry program in the City of San Bernardino. The
SBCRC is looking forward to beginning the process with the award of the CDCR Community-
Based Reentry Initiative and the Intergovernmental Partnership Grant Program and continuing
through the adoption of a successful reentry program by the community of the city of San
Bernardino, thus sustaining the program.
B. PAST SUCCESS
In the space below, describe the applicant's current readiness and past successes in
implementing and managing grant-funded projects (state and/or federal).
The City of San Bernardino has received, implemented, managed, evaluated, and successfully
closed-out many county, state and federal grant-funded projects. Examples include:
. California State Department of Education, Adult Education and Family Literacy Act,
$200,000
. Department of Health and Human Services. Metropolitan Medical Response System,
$400,000
. Federal Emergency Management, Well ness/Fitness Grant, $105,728
. Corporation for National Service, Senior Companion, $291,745
. California Department of Education, HeadStart Non-Food Program, $232,191
. US Department of Justice, Value Based Initiative, $105,000
. US Department of Justice, LLEBG 02/03, $469,999
C. TIME LINE OF ACTIVITIES
Use the table below to list project start-uplimplementation activities and anticipated timelines. If
more space is needed, extend the table.
Project Activity " ,'^ ' , , '1- 'illM 'moh~ - r /
. .. .IM I. 1ft81 .
..
Contractual al!reement Prol!l'8m Evaluator/Consultant 02/07
Meetin~ I-SBCRC, grant requirements 02/07
MOUs siOned bv SBCRC 02/07
Goal Develooment SBCRC Meetin~ 2 03/07
Information Gatherin2 SBCRC Sub Committee Meetin2S 03/07-04/07
Review of Scholar Iv and oooular literature 03/07-04/07
Environmental Scans 04/07-05107
Develooment of Vision and Mission 05/07-06/07
SWOT Analvsis 06/07-07107
Strate2ic Directions 07/07-08107
Action Plan 08/07-09/07
Timeline and Objectives for lmolementation 09/07-10/07
Strate2ic Plan Comoletion 10/07
Strale~ic Plan Announcement IlI07
Strate!!.ic Plan Implementation lI08
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SECTION VI: PROJECT BUDGET
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A. BUDGET LINE ITEM TOTALS: Please fill out the following table for the project's
proposed budget. The CDCR uses these line items so please insert amounts where they fit
best. Amounts must be whole dollars on Iv.
1. Salaries and Benefits $0 0 $64,000 $64,000
2. Sub-ContractorsJ $75,000.00 0 $10,000 $85,000
Consultants
3. Operating Costs $5,000 0 $15,000 $20,000
4. Indirect Costs $10,000 0 $10,000 $20,000
S.Other $10,000 0 $0 $10,000
TOTAL $100,000 0 $99,000 $199,000
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B. LINE ITEM DETAILS: In the space below each line item, describe how grant funds and
any matchinglin-kind funds would be used to implement the project. Please provide sufficient
detail to assess the nexus between the requested grant funds and the proposed project.
1. SALARIES AND BENEFITS:
In-kind contributions of time from the City of San Bernardino and Goodwill Southern
California. The City will include partial salary for Kurt Wilson (including financiai
reporting and direction of the project) as well as clerical staff in the amount of $40,000.
Goodwill will include staff time of Lowell King and Andrea Mitchel in the amount of
$24,000.
2. SUB-CONTRACTORS/CONSULTANTS:
Dr. Carolyn Eggleston act as the Program Evaluator/Consultant and will lead, evaluate
and document the entire process. She will be paid a lump sum of $50,000 for work
resulting in the completion of the SBCRC activities.
A series of professional facilitators have been budgeted in the amount of $15,000.
Additional subject-matter experts have been budgeted in the amount of $10,000.
An in-kind donation of in-house subject-matter experts (police department, parks and
recreation, etc.) has been budgeted in the amount of $10,000.
3. OPERATING COSTS:
This includes a total of $5,000 from grant funds and $15,000 as an in-kind match. It will
include utilities, office space and equipment including primary meeting facilities.
4. INDIRECT COSTS: This tot~1 may not exceed 10% of the grant funds.
The 10% cap for indirect costs falls below the City's federal standard but the cap has
been maintained in order to comply with the requirements of the grant.
5. OTHER:
This will include travel, required accommodations, and other miscellaneous
expenditures.
C. FUNDING REQUEST
In the space below, explain why the amount of funds requested is reasonable and appropriate
given the proposed project's design and scope. If applicable, describe any other funding
streams that may be used to support the proposed project.
The $100,000 request will actually leverage a myriad of in-kind services. As a result, the project will have the
benefit of nearly double the award amount. Because the additional value creates additional access to
resources, the project will have a greater chance of producing a successful outcome. Additionally, it
increases the likelihood of continued progress and implementation beyond the scope of the grant.
IGP GRANTS RFA 121412006
CITY OF SAN BERNARDINO
Budget Proposal
Agreement Number XX.xXXX
Exhibit B-1
e
FISCAL YEAR 200612007
(February 1, 2007 - June 30, 2007)
e
%of
A. PERSONNEL" No. of Monthly Project No. of
Positions Salarv Time Months Total
. $ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$
Total Staff Salaries $
Total Staff Benefits T 30-35 % of Total Staff Salariesl $
TOTAL PERSONNEL COSTS tAl $0
B. SUB-CONTRACTORS/CONSULTANTS COSTS (list firms and costs)
Case Management $ 15,000
Academic research and production $ 10,000
Coordination of materials and resources $ 6,250
$
$
TOTAL SUB-CONTRACTORS/CONSULTANTS COSTS IBI $ 31,250
C. OPERATING COSTS
Facility Lease/Rent $
Maintenance/Repair $
Communications $
Utilities $
Insurance $
Food $ 1,000
Supplies/Expendable Equipment $1,083
Non-Expendable Equipment $
Transportation $4,167
Line Item Additions: $
Case Manaaement Coordination $
- $
$
TOTAL OPERATING COSTS IC) $ 6,250
SUBTOTAL ANNUAL DIRECT EXPENSES IA+B+CI $ 37,500
D. TOTAL INDIRECT COSTS $ 4,167
$
.. TOTAL BUDGET FOR FISCAL YEAR (2006/2007) IA+B+C+DI $41,667.00
e
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CITY OF SAN BERNARDINO
Budget Proposal
Agreement Number XX.XXXX
Exhibit B-1
e
FISCAL YEAR 2007/2008
(July 1, 2007 - June 30, 2008)
e
%of
A. PERSONNEL" No. of Monthly Project No. of
Positions Salarv Time Months Total
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$
Total Staff Salaries $
Total Staff Benefits I 30-35 % of Total Staff Salariesl $
TOTAL PERSONNEL COSTS IAI $0
B. SUB-CONTRACTORS/CONSULTANTS COSTS (list firms and costs)
Case Management $ 22,000
Academic research and production $ 8,000
Coordination of materials and resources $ 13,750
$
$
TOTAL SUB-CONTRACTORS/CONSULTANTS COSTS IBI $ 43,750
'C. OPERATING COSTS
Facility Lease/Rent $
Maintenance/Repair $
Communications $
Utilities $
Insurance $
Food $ 1,500
Supplies/Expendable Equipment $ 1,417
Non-Expendable Equipment $
Transportation $ 5,833
Line Item Additions: $
Case Manaaement Coordination $
- $
$
TOTAL OPERATING COSTS ICI $ 8,750
SUBTOTAL ANNUAL DIRECT EXPENSES IA+B+CI $52,500
D. TOTAL INDIRECT COSTS $5,833
$
TOTAL BUDGET FOR FISCAL YEAR (2007/2008 I tA+B+C+DI $58,333.00
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STATE OF CALIFORNIA - DEPARTMENT OF CORRECTIONS AND REHABILITATION
ARNOLD SCHWARZENEGGER. GOVERNOR
DIVISION OF SUPPORT SERVICES
OFFICE OF BUSINESS SERVICES
a 151~ S Street, Sacramento. CA95S"14
_po. Box 942S83
Sacramento, CA 94283.0001
February 2, 2007
City of San Bernardino
Attn: Kurt Wilson
300 North D Street
San Bernardino, CA 92418
Dear Mr. Wilson:
AGREEMENT NUMBER: C06436
SERVICE: INTERGOVERNMENTAL PARTNERSHIP GRANT PROGRAM
e
Enclosed are four (4) original Standard Agreements (STD213) for the above-referenced
Agreement. Please have all STD 213 dated and signed with an original signature by an
authorized representative. All documentation must be returned to the California Department of
Corrections and Rehabilitation (CDCR), Office of Business Services (OBS), at the address on
this letterhead. Please use the address below for overnight or hand delivery:
California Department of Corrections and Rehabilitation
Office of Business Services
Attention: Joyce Stevens
1515 S Street, Room 410S
Sacramento, CA 95814
Copies of the following document(s) are necessary for approval of this Agreement.
. Current Certificate of Self Insurance
This Agreement is not valid unless and until approved by the Department of General Services,
or, under its authority, the CDCR. The State has no legal obligation unless and until the
Agreement is approved. When this Agreement is fully approved, an original will be forwarded to
you.
If you have any questions or need assistance, do not hesitate to contact me at (916) 324-0024.
,~~
Yens. Contracts Analyst
e Enclosure(s)
Sincerely,
. STATE OF CALIFORNIA
STANDARD AGREEMENT
SiD 213 (Rev 06/03)
AGREEMENT NUMBER
C06.436
e
REGISTRATION NUMBER
1. This Agreement is entered into between the State Agency and the Contractor named below:
STATE AGENCY'S NAME
California Department of Corrections and Rehabilitation (CDCR)
CONTRACTOR'S NAME
City of San Bernardino
2. The term of this February 1, 2007
Agreement is:
3. The maximum amount $100,000
of this Agreement is: One Hundred Thousand Dollars
4. The parties agree to c<lmply with the terms and conditions of the following exhibits which are by this reference made a
part of the Agreement The Provider agrees to provide Intergovernmental Partnership Grant Program (IGP) for
COCR.
through
June 30, 2007
Exhibit A - Scope of Work - Intergovernmental Partnership Grant Program
Exhibit B - Budget Detail and Payment Provisions
Exhibit B-1 - Line Item Budget Guide
Exhibit B-2 - Budget Proposal
Exhibit C. - General Terms and Conditions
Exhibit 0 - Special Terms and Conditions for Public Entity Agreements
Exhibit E - Additional Provisions for Public Entity Agreements
5 pages
2 pages
37 pages
2 pages
GTC 306
10 pages
4 pages
_Items shown with an Asterisk ("), are hereby incorporated by reference and made part of this agreement as if attached hereto.
These documents can be viewed at www.ols.dgs.ca.govIStandard+Language
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
CONTRACTOR
California Department of General
Services Use Only
CONTRACTOR'S NAME (if other than an individual, state whether a corporation, partnership, etc.)
City of San Bernardino
BY (Authorized Signature)
DATE SIGNED(J)o not type)
J6
PRINTED NAME AND TITLE OF PERSON SIGNING
Kurt Wilson
ADDRESS
300 North D Street, San Bernardino, CA 92418, 909-384-5133
STATE OF CALIFORNIA
AGENCY NAME
California Department of Corrections and Rehabilitation
BY (Authorized Signature) DATE SIGNED(Do nOI Iype)
PRINTED NAME AND TITLE OF PERSON SIGNING
Karen V. Smith, Deputy Director (A), Office of Business Services
ADDRESS
epo ~ox 942883, Sacramento, CA 94283-0001
o Exempt per'
. STATE OF CALIFORNIA
STANDARD AGREEMENT
STD 213 (Rev 06/03)
AGREEMENT NUMBER
C06.436
REGISTRATION NUMBER
--
1
This Agreement is entered into between the State Agency and the Contractor named below:
STATE AGENCY'S NAME
California Department of Corrections and Rehabilitation (CDCR)
CONTRACTOR'S NAME
City of San Bernardino
2. The term of this February 1,2007
Agreement is:
3. The maximum amount $100,000
of this Agreement is: One Hundred Thousand Dollars
4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a
part of the Agreement. The Provider agrees to provide Intergovernmental Partnership Grant Program (IGP) for
CDCR.
through
June 30, 2007
Exhibit A - Scope of Work - Intergovernmental Partnership Grant Program
Exhibit B - Budget Detail and Payment Provisions
Exhibit B-1 - Line Item Budget Guide
Exhibit B-2 - Budget Proposal
Exhibit C' - General Terms and Conditions
Exhibit D - Special Terms and Conditions for Public Entity Agreements
Exhibit E - Additional Provisions for Public Entity Agreements
5 pages
2 pages
37 pages
2 pages
GTC 306
10 pages
4 pages
e Items shown with an Asterisk (,J. are hereby incorporated by reference and made part of this agreement as if attached hereto.
These documents can be viewed at www.ols.dgs.ca.gov/Standard+Language
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
-
CONTRACTOR California Department of General
Services Use Only
CONTRACTOR'S NAME (If other than an individual. slate whether a corporation, partnership, ere.)
City of San Bernardino
BY (Authorized Signature) DATE SIGNED(f)u 11fl11)pttj
~
PRINTED NAME AND TITLE OF PERSON SIGNING
Kurt Wilson
ADDRESS
300 North D Street, San Bernardino, CA. 92418, 909-384-5133
STATE OF CALIFORNIA
AGENCY NAME
California Department of Corrections and Rehabilitation
BY (Authorized Signature) DATE SIGNED(Dn flOIlype)
II<
PRINTED NAME AND TITLE OF PERSON SIGNING D Exempt per
Karen V. Smith, Deputy Director (A), Office of Business Services
ADDRESS
PO ~ox 942883, Sacrarnento, CA 94283-0001
STATE OF CALIFORNIA
STANDARD AGREEMENT
STD 213 (Rev 06/03)
AGREEMENT NUMBER
C06.436
e
REGISTRATION NUMBER
I
I
1. This Agreement is entered into between the State Agency and the Contractor named below:
STATE AGENCY'S NAME
California Department of Corrections and Rehabilitation (CDCR)
CONTRACTOR'S NAME
City of San Bernardino
2. The term of this February 1, 2007
Agreement is:
3. The maximum amount $100,000
of this Agreement is: One Hundred Thousand Dollars
4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a
part of the Agreement. The Provider agrees to provide Intergovernmental Partnership Grant Program (IGP) for
CDCR
through
June 30, 2007
Exhibit A - Scope of Work - Intergovernmental Partnership Grant Program
Exhibit B - Budget Detail and Payment Provisions
Exhibit B-1 - Line Item Budget Guide
Exhibit B-2 - Budget Proposal
Exhibit C' _ General Terms and Conditions
Exhibit D - Special Terms and Conditions for Public Entity Agreements
Exhibit E - Additional Provisions for Public Entity Agreements
5 pages
2 pages
37 pages
2 pages
GTC 306
1 0 pages
4 pages
e lIems shown with an Asterisk (,J, are hereby incorporated by reference and made part of this agreement as if attached hereto.
These documents can be viewed at www.o/s.dgs.ca.gov/Standard+Language
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
e
CONTRACTOR Californ;a Department of General
SelVices Use Only
CONTRACTOR'S NAME (if other than an individual, state whefher a corporation. partnership, ete.)
City of San Bernardino
BY (Aufhorized Signature) DATE SIGNED(Do nflll)'P")
6
PRINTED NAME AND TITLE OF PERSON SIGNING
Kurt Wilson
ADDRESS
300 North D Street, San Bernardino, CA. 92418, 909-384-5133
STATE OF CALIFORNIA
AGENCY NAME
California Department of Corrections and Rehabilitation
BY (Authorized Signature) DATE SIGNED/Do nlJ/ lnlt::)
iX
PRINTED NAME AND TITLE OF PERSON SIGNING o Exempt per:
Karen V. Smith, Deputy Director (A), Office of Business Services
ADDRESS
PO Sox 942883, Sacramento, CA 94283-0001
STATE OF CALIFORNIA
STANDARD AGREEMENT
STD 213 (Rev 06/03)
-~
AGi,.t::.EMENT NUMBER
C06.436
e
REGISTRATION NUMBER
1. This Agreement is entered into between the State Agency and the Contractor named below:
STATE AGENCYS NAME
California Department of Corrections and Rehabilitation (CDCR)
CONTRACTOR'S NAME
City of San Bernardino
2 The term of this February 1, 2007
Agreement is:
through
June 30, 2007
3. The maximum amount $100,000
of this Agreement is: One Hundred Thousand Dollars
4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a
part of the Agreement. The Provider agrees to provide Intergovernmental Partnership Grant Program (IGP) for
COCR
Exhibit A - Scope of Work - Intergovernmental Partnership Grant Program
Exhibit B - Budget Detail and Payment Provisions
Exhibit B-1 - Line Item Budget Guide
Exhibit B-2 - Budget Proposal
Exhibit C' - General Terms and Conditions
Exhibit 0 - Special Terms and Conditions for Public Entity Agreements
Exhibit E - Additional Provisions for Public Entity Agreements
5 pages
2 pages
37 pages
2 pages
GTC 306
10 pages
4 pages
e Items shown with an Asterisk ('J, are hereby incD/porated by reference and made part of this agreement as if affached hereto.
These documents can be viewed at www.ols.dgs.ca.gov/Standard+Language
IN WITNESS WHEREOF. this Agreement has been executed by the parties hereto.
e
CONTRACTOR California Department of General
Services Use Only
CONTRACTOR'S NAME (if other than an individual, state whether a corporation, partnership, ete.)
City of San Bernardino
BY (Authorized Signature) DATE SIGNED(Do not type)
25
PRINTED NAME AND TITLE OF PERSON SIGNING
Kurt Wilson
ADDRESS
300 North 0 Street, San Bernardino, CA. 92418, 909-384-5133
STATE OF CALIFORNIA
AGENCY NAME
California Department of Corrections and Rehabilitation
BY (Authoflzed Signature) DATE SlGNED(f)o IWIIYPi!)
iX
PRINTED NAME AND TITLE OF PERSON SIGNING o Exempt per
Karen V. Smith, Deputy Director (A), Office of Business Services
ADDRESS
PO Box 942883, Sacramento, CA 94283-0001
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
. SCOPE OF WORK
Agreement No. C06.436
Exhibit A
COMMUNITY, NETWORK. FAMILY. INDIVIDUAL - SUCCESSFUL
PAROLEE INTEGRATION IN THE CITY OF SAN BERNARDINO
1. PROJECT DESCRIPTION
The City of San Bernardino agrees to initiate formal collaborations between local
stakeholder entities (including various governmental agencies, employers, and
community/faith based organizations) interested in improving the successful reentry of
parolees into the local community.
A. Proiect Goal
The City of San Bernardino agrees establish a strategy committee (The San
Bernardino City Reentry Collaboration [SBCRCD to design a sustainable
collaborative program for comprehensive reentry services to adults paroled from
CDCR institutions and returning to the City of San Bernardino
B. Proiect Obiectives
Bring together community-based and faith-based organizations, governmental
agencies, prominent academics, practitioners, employers, community leaders,
policy makers, advocates, local law enforcement, Paroles and former inmates
to explore options and formulate strategies for addressing the various
components of reentry including housing, public safety, civic participation,
employment, mentoring, transportation, literacy, socialization and addiction.
Specific Project Objectives include:
1) Formation of a collaborative strategy committee to include representatives
from; faith-based organizations, governmental agencies, prominent
academics, practitioners, employers, community leaders, policy makers,
advocates, local law enforcement, Paroles and former inmates.
2) Identify and document local parolee service needs;
3) Utilize and build upon the best practices of "Value Based Initiative (VBI)"
and "Ready4Work Prisoner Reentry Initiative" models and reentry efforts of
Idaho and Massachusetts;
4) Develop and adopt a work plan that addresses reentry strategies that
properly prepare the target population for active and positive citizenship
upon reentry to the community;
5) Utilize the grant writing resources within the SBCRC to pursue fund
development activities to address gaps in services and funding; and
6) Development of processes for evidence based program assessment and
improvement.
Page 1 of 5
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SCOPE OF WORK
Agreement No C06.436
Exhibit A
C. Expected Outcomes
1) Creation of a formal and ongoing collaboration between nonprofit organizations,
employers, governmental entities, law enforcement and paroles that provide
services to the eligible population (i.e. adult inmates in adult CDCR institutions
and/or parolees from those institutions);
2) Gather data regarding gaps in needed and available services to the local eligible
population as well as service utilization trends;
3) Contract with an independent program evaluator/consultant to analyze plan
effectiveness and service utilization data; and
4) Identify funding sources that will support and sustain development and
implementation of a work plan that reflects the conclusions reached during the
planning process.
D. Expected Proqram Requirements for Participants
This planning process will target services to adult inmates in adult CDCR institutions
and/or parolees from those institutions. Service strategies are expected to address
participant eligibility criteria and standards that include:
1) Participation on a voluntary basis;
2) Participants must commit to a minimum of 6 months of participation in the
SBCRC Program;
3) Submit to random drug testing; and
4) Participants must live in or be paroling to the City of San Bernardino.
E. Proqram Structure
The year-long planning process will consist of the following elements:
1) Creation of a formal and ongoing collaboration between community-based and
faith-based organizations, governmental agencies, prominent academics,
practitioners, employers, community leaders, policy makers, advocates, local law
enforcement, Paroles and former inmates to identify service strategies for to
assist with reentry service needs for the eligible population (i.e. adult inmates in
adult CDCR institutions and/or parolees from those institutions);
2) Gather data regarding gaps in needed and available services to the local eligible
population as well as service utilization trends;
4) Contract with an independent program evaluator/consultant to analyze plan
effectiveness and service utilization data; and
5) Identify funding sources that will support and sustain development and
implementation of a work plan that reflects the conclusions reached during the
planning process.
Page 2 of 5
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SCOPE OF WORK
Agreement No. C06.436
Exhibit A
2. TARGET POPULATION
While the target population will be more clearly defined during the SBCRC planning
process, the entire range of adult offenders will be addressed (including violent
offenders). We anticipate the actual target population will be men and women from
6 months prior to release to 18 months post release. After award and planning, the
SBCRC initially plans on providing services to 400 recently released adult CDCR
offenders and/or parolees.
3. PROGRAM AND PARTICIPANT DATA AND REPORTING REQUIREMENTS
Within 30 days of contract execution, the contractor will be required to develop a
system that is acceptable to CDCR to collect and report program and participant
related data in an accurate and timely manner. The data will be used for reporting
program progress and evaluating the program performance as well as for services
coordination. The system must be compatible with CDCR data systems (e.g., MS
Access, MS Excel, etc.). At a minimum, the program and participant data will
include:
a.
Participant Data:
The Contractor is required to develop a system for accurate and timely
collection and reporting of all participant data consistent with the specific
nature of each specific program.
1) CDCR number for all participants.
2) Demographic, socioeconomic and criminogenic data on all program
participants and potential participants on the program waiting list.
3) Names of all assessment instruments used and baseline data
summarizing: the participant's level of criminality, education, vocational
abilities, substance abuse history, self-sufficiency, and social
competency at program admission.
4) Appropriate case management data designed for follow up of progress
in receiving services, such as name of case manager(s), date case
manager assigned, follow up dates, status on entry, and end of month
status for ongoing treatments or terminations.
5) Date participant is assessed, referred, and shows up for service.
6) Program participation; daily, weekly, and monthly attendance records,
hours of treatment(s) and outcome/performance measures specific to
each program both on the individual and the cohort level, as
appropriate.
7) Monthly fOllOW-Up data detailing participant progress specific to
objectives and goals identified and services received. Length of follow-
up will be based upon each grants specific goals, objectives, and
predetermined time frames.
8) Program data on successful or unsuccessful discharge status upon
release/transfer from program/facility.
Page 3 of 5
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SCOPE OF WORK
Agreement No. C06.436
Exhibit A
Data requirements may be modified to accommodate comparisons between
projects with similar treatment models.
b.
Proqram Data:
The Contractor shall submit monthly, quarterly, and 6-month interim
progress reports to the Division of Community Partnerships on or before the
15th of the following month that include the number of:
. New program admissions.
. Program exits by status at exit.
. Participant referrals to services by service type.
. Participant placements in services by service type.
. Active participants in the program during the reporting month.
. Number of eligible participants on the program waiting list.
. Program capacity.
c.
The followinq requirements must be met alonq with the data collection
The Contractor shall submit monthly, quarterly, and 6-month interim
progress reports describing program activities, any upcoming major events
and activities, all problems encountered, and plans for problem resolutions.
These reports shall be submitted to the Division of Community Partnerships
Program Manager on or before the 15th of the following month. The
Contractor shall have procedures developed and in place to:
1) Ensure and verify the validity of the data;
2) Protect the data from unauthorized access and/or destruction due to
negligence, malice, or disaster. If it has been determined that participant
data has been compromised the contractor must notify CDCR
immediately.
3) Ensure no report, publication, and/or statistical data related to the
programs is released or revealed without the prior written approval from
CDCR.
4) Cooperate in the evaluation of the program and assist COeR and any
designated evaluators on any additional data collection efforts and
program analysis.
5) Submit participant level program data to CDCR by the 1 ath day of each
month. The data file shall include all program activity for the previous
month.
4. PLANNING GRANT REPORTING REQUIREMENTS
The Contractor will be required to develop and submit detailed reports, subject to
CDCR approval, about the planning grant process undertaken and a description of
the program developed. The following information must be provided to CDCR at
the specified intervals:
Page 4 of 5
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SCOPE OF WORK
Agreement No. C06.436
Exhibit A
a. Formal proiect plan (to be submitted within the first month of the start of the
proiect) which includes the followino:
. Description of community needs.
. Description of target population and an estimate of how many reside in the
community.
. List of all stakeholders.
. List of all collaborating entities and a description of each entities role.
. List of project tasks and timelines.
b. ProQress reports (to be submitted at 3, 6. and 9 months into the proiect) which
include:
. List of project goals and a timeline detailing when each goal was
completed.
. Description of all meetings held, including: agenda, list of attendees, and
meeting notes.
. List of all collaborating entities and a description of each entities role.
c Final outcome report (to be submitted upon completion of the proiect) which
may include:
. List of project goals and a timeline detailing when each goal was
completed.
. Description of the program developed through the Intergovernmental
Partnership Grant Program along with the theoretical and practical support
for this program.
. Timeline for program implementation.
. The evaluation plan developed to determine the effectiveness of the
program when implemented.
. Description of all meetings held, including: agenda, list of attendees, and
meeting notes.
. List of all collaborating entities and a description of each entities role.
. Feedback from stakeholders.
. Identify funding sources that will ensure the program will be implemented
and sustained.
Page 5 of 5
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
BUDGET DETAIL AND PAYMENT PROVISIONS
Agreement No. C06.436
Exhibit B
1. Invoicing and Payment
a. For services satisfactorily rendered, and upon receipt and approval of
contractor's invoices, the State agrees to compensate the Contractor for actual
expenditures incurred in accordance with Exhibit B-2, Budget Proposal which are
attached hereto and made a part of this Agreement.
b. Invoices shall include the Agreement Number and shall be submitted in triplicate
not more frequently than monthly in arrears to:
California Department of Corrections and Rehabilitation (CDCR)
Headquarters Regional Accounting Office
Division of Community Partnerships
Attention: Accounts Payable
POBox 187018
Sacramento, CA 95818-7018
2. Budget Contingency Clause
a.
It is mutually agreed that if the California State Budget Act for the current fiscal
year and/or any subsequent fiscal years covered under this Agreement does not
appropriate sufficient funds for the program, this Agreement shall be of no further
force and effect. In this event, the State shall have no liability to pay any funds
whatsoever to Contractor, or to furnish any other considerations under this
Agreement, and Contractor shall not be obligated to perform any provisions of
this Agreement.
b. If funding for the purposes of this program is reduced or deleted for any fiscal
year by the California State Budget Act, the State shall have the option to either
cancel this Agreement with no liability occurring to the State, or offer an
Agreement amendment to Contractor to reflect the reduced amount.
3. Prompt Payment Clause
Payment will be made in accordance with, and within the time specified in, Government
Code Chapter 4.5, commencing with Section 927. Payment to small/micro businesses
shall be made in accordance with and within the time specified in Chapter 4.5,
Government Code 927 et seq.
4.
Subcontractors
For all Agreements, with the exception of Interagency Agreements and other
governmental entities/auxiliaries that are exempt from bidding, nothing contained in this
Agreement, or otherwise, shall create any contractual relation between the State and
any subcontractors, and no subcontract shall relieve the Contractor of Contractor's
responsibilities and obligations hereunder. The Contractor agrees to be as fully
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SPECIAL TERMS AND CONDITIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit 0
-3.
Workers' Compensation
Contractor hereby represents and warrants that Contractor is currently and shall, for the
duration of this agreement, carry workers' compensation insurance, at Contractor's expense, or
that it is self-insured through a policy acceptable to the CDCR, for all of its employees who will
be engaged in the performance of this agreement. Such coverage will be a condition of
CDCR's obligation to pay for services provided under this agreement.
Prior to approval of this agreement and before performing any work, Contractor shall furnish to
the State evidence of valid workers' compensation coverage. Contractor agrees that the
workers' compensation insurance shall be in effect at all times during the term of this
agreement. In the event said insurance coverage expires or is canceled at any time during the
term of this agreement, Contractor agrees to give at least thirty (30) days prior notice to CDCR
before said expiration date or immediate notice of cancellation. Evidence of coverage shall not
be for less than the remainder of the term of the agreement or for a period of not less than one
year. The State reserves the right to verify the Contractor's evidence of coverage. In the event
the Contractor fails to keep workers' compensation insurance coverage in effect at all times, the
State reserves the right to terminate this agreement and seek any other remedies afforded by
the laws of this State.
-4.
Contractor also agrees to indemnify, defend and save harmless the State, its officers, agents
and employees from any and all of Contractor's workers' compensation claims and losses by
Contractor's officers, agents and employees related to the performance of this agreement.
Liabilitv for Loss and Damages
Any damages by the Contractor to the State's facility including equipment, furniture, materials or
other State property, will be repaired or replaced by the Contractor to the satisfaction of the
State at no cost to the State. The State may, at its option, repair any such damage and deduct
the cost thereof from any sum due Contractor under this Agreement.
5. Computer Software
Contractor certifies that it has appropriate systems and controls in place to ensure that state
funds will not be used in the performance of this Agreement for the acquisition, operation or
maintenance of computer software in violation of copyright laws.
6. Accounting Principles
The Contractor will adhere to generally accepted accounting principles as outlined by the
American Institute of Certified Public Accountants. Dual compensation is not allowed; a
contractor cannot receive simultaneous compensation from two or more funding sources for the
same services performed even though both funding sources could benefit.
7.
Liabilitv for Nonconforming Work
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The Contractor will be fully responsible for ensuring that the completed work conforms to the
agreed upon terms. If nonconformity is discovered prior to the Contractor's deadline, the
-2-
L_______________
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SPECIAL TERMS AND CONDITIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit D
_
Contractor will be given a reasonable opportunity to cure the nonconformity. If the
nonconformity is discovered after the deadline for the completion of the project, CDCR, in its
sole discretion, may use any reasonable means to cure the nonconformity. The Contractor shall
be responsible for reimbursing CDCR for any additional expenses incurred to cure such defects.
8.
Subcontractor/Consultant Information
Contractor is required to identify all subcontractors and consultants who will perform labor or
render services in the performance of this Agreement. Additionally, the Contractor shall notify
the Department of Corrections and Rehabilitation, Office of Business Services, in writing, within
ten (10) working days, of any changes to the subcontractor and/or consultant information.
9. Contract Violations
The Contractor ackrwwledges that any violation of Chapter 2, or any other chaptered provision
of the Public Contract Code (PCC), is subject to the remedies and penalties contained in PCC
Sections 10420 through 10425.
10.
Temporary Nonperformance
-11.
If, because of mechanical failure or for any other reason, the Contractor shall be temporarily
unable to perform the work as required, the State, during the period of the Contractor's inability
to perform, reserves the right to accomplish the work by other means and shall be reimbursed
by the Contractor for any additional costs above the Agreement price.
Extension of Term
This Agreement may be amended to extend the term if it is determined to be in the best interest
of the State. Upon signing the amendment, Contractor hereby agrees to provide services for
the extended period at the rates specified in the original Agreement.
12. Employment of Ex-Offenders
Contractor cannot and will not either directly, or on a subcontract basis, employ in connection
with this Agreement:
a. Ex-Offenders on active parole or probation;
b. Ex-Offenders at any time if they are required to register as a sex offender pursuant to
Penal Code Section 290 or if such ex-offender has an offense history involving a "violent
felony" as defined in subparagraph (c) of Penal Code Section 667.5; or
c. Any ex-felon in a position which provides direct supervision of parolees.
Ex-Offenders who can provide written evidence of having satisfactorily completed parole or
probation may be considered for employment by the contractor subject to the following
limitations:
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SPECIAL TERMS AND CONDITIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit 0
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a.
Contractor shall obtain the prior written approval to employ any such ex-offender from
the Authorized Administrator; and
b. Any ex-offender whose assigned duties are to involve administrative or policy decision-
making; accounting, procurement, cashiering, auditing, or any other business-related
administrative function shall be fully bonded to cover any potential loss to the State of
California.
13. Electronic Waste Recyclina
The Contractor certifies that it complies with the requirements of the Electronic Waste Recycling
Act of 2003, Chapter 8.5, Part 3 of Division 30, commencing with Section 42460 of the Public
Resources Code, relating to hazardous and solid waste. Contractor shall maintain
documentation and provide reasonable access to its records and documents that evidence
compliance.
14. Taxes
15.
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Unless required by law, the State of California is exempt from federal excise taxes. The State
will only pay for any state or local sales or use tax on the services rendered or goods supplied to
the State pursuant to this Agreement.
Conflict of Interest
The Contractor and their employees shall abide by the provisions of Government Code (GC)
Sections 1090, 81000 et seq., 82000 et seq., 87100 et seq., and 87300 et seq., Public Contract
Code (PCC) Sections 10335 et seq. and 10410 et seq., California Code of Regulations (CCR),
Title 2, Section 18700 et seq. and Title 15, Section 3409, and the Department Operations
Manual (DOM) Section 31100 et seq. regarding conflicts of interest.
a.
Contractors and Their Employees
Consultant contractors shall file a Statement of Economic Interests, Fair Political
Practices Commission (FPPC) Form 700 prior to commencing services under the
Agreement, annually during the life of the Agreement, and within thirty (30) days after
the expiration of the Agreement. Other service contractors and/or certain of their
employees may be required to file a Form 700 if so requested by the CDCR or whenever
it appears that a conflict of interest may be at issue. Generally, service contractors
(other than consultant contractors required to file as above) and their employees shall be
required to file an FPPC Form 700 if one of the following exists:
(1) The Agreement service has been identified by the CDCR as one where there is a
greater likelihood that a conflict of interest may occur;
(2) The Contractor and/or Contractor's employee(s), pursuant to the Agreement,
makes or influences a governmental decision; or
(3) The Contractor and/or Contractor's employee(s) serves in a staff capacity with
the CDCR and in that capacity participates in making a governmental decision or
performs the same or substantially all the same duties for the CDCR that would
otherwise be performed by an individual holding a position specified in the
CDCR's Conflict of Interest Code.
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SPECIAL TERMS AND CONDITIONS FOR PUBLIC ENTITY AGREEMENTS
e
e
Agreement No. C06.436
Exhibit D
b.
Current State Employees
(1) No officer or employee shall engage in any employment, activity or enterprise
from which the officer or employee receives compensation or has a financial
interest and which is sponsored or funded by any state agency, unless the
employment, activity or enterprise is required as a condition of regular state
employment.
(2) No officer or employee shall contract on his or her own behalf as an independent
contractor with any state agency to provide goods or services.
(3) In addition to the above, CDCR officials and employees shall also avoid actions
resulting in or creating an appearance of:
(a) Using an official position for private gain;
(b) Giving preferential treatment to any particular person;
(c) Losing independence or impartiality;
(d) Making a decision outside of official channels; and
(e) Affecting adversely the confidence of the public or local officials in the
integrity of the program.
(4) Officers and employees of the Department must not solicit, accept or receive,
directly or indirectly, any fee, commission, gratuity or gift from any person or
business organization doing or seeking to do business with the State.
c. Former State Employees
(1)
For the two year (2-year) period from the date he or she left state employment,
no former state officer or employee may enter into an Agreement in which he or
she engaged in any of the negotiations, transactions, planning, arrangements or
any part of the decision-making process relevant to the Agreement while
employed in any capacity by any state agency.
For the twelve-month (12-month) period from the date he or she left state
employment, no former state officer or employee may enter into an Agreement
with any state agency if he or she was employed by that state agency in a policy-
making position in the same general subject area as the proposed Agreement
within the 12-month period prior to his or her leaving state service.
(2)
In addition to the above, the Contractor shall avoid any conflict of interest whatsoever with
. respect to any financial dealings, employment services, or opportunities offered to inmates or
parolees. The Contractor shall not itself employ or offer to employ inmates or parolees either
directly, or indirectly through an affiliated company, person or business unless specifically
authorized in writing by the CDCR. In addition, the Contractor shall not (either directly, or
indirectly through an affiliated company, person or business) engage in financial dealings with
inmates or parolees, except to the extent that such financial dealings create no actual or
potential conflict of interest, are available on the same terms to the general public, and have
been approved in advance in writing by the CDCR. For the purposes of this paragraph,
"affiliated company, person or business" means any company, business, corporation, nonprofit
corporation, partnership, limited partnership, sole proprietorship, or other person or business
entity of any kind which has any ownership or control interest whatsoever in the Contractor, or
which is wholly or partially owned (more than 5% ownership) or controlled (any percentage) by
the Contractor or by the Contractor's owners, officers, principals, directors and/or shareholders,
either directly or indirectly. "Affiliated companies, persons or businesses" include, but are not
limited to, subsidiary, parent, or .sister companies or corporations, and any company,
corporation, nonprofit corporation, partnership, limited partnership, sole proprietorship, or other
e
-5-
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SPECIAL TERMS AND CONDITIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit D
_
person or business entity of any kind that is wholly or partially owned or controlled, either
directly or indirectly, by the Contractor or by the Contractor's owners, officers, principals,
directors and/or shareholders.
The Contractor shall have a continuing duty to disclose to the State, in writing, all interests and
activities that create an actual or potential conflict of interest in performance of the Agreement.
The Contractor shall have a continuing duty to keep the State timely and fully apprised in writing
of any material changes in the Contractor's business structure and/or status. This includes any
changes in business form, such as a change from sole proprietorship or partnership into a
corporation or vice-versa; any changes in company ownership; any dissolution of the business;
any change of the name of the business; any filing in bankruptcy; any revocation of corporate
status by the Secretary of State; and any other material changes in the Contractor's business
status or structure that could affect the performance of the Contractor's duties under the
Agreement.
If the Contractor violates any provision of the above paragraphs, such action by the Contractor
shall render this Agreement void.
Members of boards and commissions are exempt from this section if they do not receive
payment other than payment for each meeting of the board or commission, payment for
preparatory time and payment for per diem.
_16.
Disclosure
Neither the State nor any State employee will be liable to the Contractor or its staff for injuries
inflicted by inmates or parolees of the State. The State agrees to disclose to the Contractor any
statement(s) known to State staff made by any inmate or parolee which indicate violence may
result in any specific situation, and the same responsibility will be shared by the Contractor in
disclosing such statement(s) to the State.
17.
Security Clearance/Finaerprintina
The State reserves the right to conduct fingerprinting and/or security clearance through the
Department of Justice, Bureau of Criminal Identification and Information (BCII), prior to award
and at any time during the term of the Agreement, in order to permit Contractor and/or
Contractor's employees access to State premises. The State further reserves the right to
terminate the Agreement should a threat to security be determined.
18. Notification of Personnel ChanQes
Contractor must notify the State, in writing, of any changes of those personnel allowed access
to State premises for the purpose of providing services under this Agreement. In addition,
Contractor must recover and return any State-issued identification card provided to Contractor's
employee(s) upon their departure or termination.
_
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SPECIAL TERMS AND CONDITIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit D
_ Tlie following provisions apply to services provided on departmental andlor institution grounds:
19. Sloodborne Pathogens
Provider shall adhere to California Division of Occupational Safety and Health (CAL-OSHA)
regulations and guidelines pertaining to blood borne pathogens.
20. Tuberculosis ITS I Testing
In the event that the services required under this Agreement will be performed within a CDCR
institution/parole office/community-based program, prior to the performance of contracted
duties, Contractors and their employees who are assigned to work with inmates/parolees on a
regular basis shall be required to be examined or tested or medically evaluated for TB in an
infectious or contagious stage, and at least once a year thereafter or more often as directed by
CDCR. Regular basis is defined as having contact with inmates/parolees in confined quarters
more than once a week.
Contractors and their employees shall be required to furnish to CDCR, at no cost to CDCR, a
form CDCR 7336, "Employee Tuberculin Skin Test (TST) and Evaluation," prior to assuming
their contracted duties and annually thereafter, showing that the Contractor and their employees
have been examined and found free of TS in an infectious stage. The form CDCR 7336 will be
provided by CDCR upon Contractor's request.
_21.
Primary Laws. Rules, and Reaulations Regarding Conduct and Association with State
Prison Inmates
Individuals who are not employees of CDCR, but who are working in and around inmates who
are incarcerated within California's institutions/facilities or camps, are to be apprised of the laws,
rules and regulations governing conduct in associating with prison inmates. The following is a
summation of pertinent information when non-departmental employees come in contact with
prison inmates.
By signing this Agreement, the Contractor agrees that if the provisions of the Agreement require
the Contractor to enter an institution/facility or camp, the Contractor and any employee(s) and/or
subcontractor(s) shall be made aware of and shall abide by the following laws, rules and
regulations governing conduct in associating with prison inmates:
a. Persons who are not employed by CDCR, but are engaged in work at any
institution/facility or camp must observe and abide by all laws, rules and regulations
governing the conduct of their behavior in associating with prison inmates. Failure to
comply with these guidelines may lead to expulsion from CDCR institutions/facilities or
camps.
SOURCE: California Penal Code (PC) Sections 5054 and 5058; California Code of
Regulations (CCR), Title 15, Sections 3285 and 3415
b.
CDCR does not recognize hostages for bargaining purposes. CDCR has a "NO
HOSTAGE" policy and all prison inmates, visitors, and employees shall be made aware
of this.
_
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SPECIAL TERMS AND CONDITIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit 0
e
SOURCE:
PC Sections 5054 and 5058; CCR, Title 15, Section 3304
c. All persons entering onto institution/facility or camp grounds consent to search of their
person, property or vehicle at any time. Refusal by individuals to submit to a search of
their person, property, or vehicle may be cause for denial of access to the premises.
SOURCE:
and 3288
PC Sections 2601, 5054 and 5058; CCR, Title 15, Sections 3173, 3177,
d. Persons normally permitted to enter an institution/facility or camp may be barred, for
cause, by the CDCR Director, Warden, and/or Regional Parole Administrator.
SOURCE:
PC Sections 5054 and 5058; CCR, Title 15, Section 3176 (a)
e. It is illegal for an individual who has been previously convicted of a felony offense to
enter into CDCR institutions/facilities or camps without the prior approval of the Warden.
It is also illegal for an individual to enter onto these premises for unauthorized purposes
or to refuse to leave said premises when requested to do so. Failure to comply with this
provision could lead to prosecution.
SOURCE:
3289
PC Sections 602, 4570.5 and 4571; CCR, Title 15, Sections 3173 and
e
f.
Encouraging and/or assisting prison inmates to escape is a crime. It is illegal to bring
firearms, deadly weapons, explosives, tear gas, drugs or drug paraphernalia on CDCR
institutions/facilities or camp premises. It is illegal to give prison inmates firearms,
explosives, alcoholic beverages, narcotics, or any drug or drug paraphernalia, including
cocaine or marijuana.
SOURCE:
4574
PC Sections 2772, 2790, 4533, 4535, 4550, 4573, 4573.5, 4573.6 and
g. It is illegal to give or take letters from inmates without the authorization of the Warden. It
is also illegal to give or receive any type of gift and/or gratuities from prison inmates.
SOURCE: PC Sections 2540, 2541 and 4570; CCR, Title 15, Sections 3010, 3399,
3401, 3424 and 3425
h. In an emergency situation the visiting program and other program activities may be
suspended.
SOURCE:
PC Section 2601; CCR, Title 15, Section 3383
i. For security reasons, visitors must not wear clothing that in any way resembles state
issued prison inmate clothing (blue denim shirts, blue denim pants).
e
SOURCE:
CCR, Title 15, Section 3171 (b) (3)
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SPECIAL TERMS AND CONDITIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit D
e
j.
Interviews with SPECIFIC INMATES are not permitted. Conspiring with an inmate to
circumvent policy and/or regulations constitutes a rule violation that may result in
appropriate legal action.
SOURCE:
CCR, Title 15, Sections 3261.5,3315 (3) 0N), and 3177.
22. ClothinCl Restrictions
While on institution grounds, Contractor and all its agents, employees, and/or representatives
shall be professionally and appropriately dressed in clothing distinct from that worn by inmates
at the institution. Specifically, blue denim pants and blue chambray shirts,
orange/red/yellow/white/chartreuse jumpsuits and/or yellow rainwear shall not be worn onto
institution grounds, as this is inmate attire. Contractor should contact the institution regarding
clothing restrictions prior to requiring access to the institution to assure the Contractor and their
employees are in compliance.
23. Tobacco-Free Environment
Pursuant to Penal Code Section 5030.1, the use of tobacco products by any person on the
grounds of any institution or facility under the jurisdiction of the Department of Corrections and
Rehabilitation is prohibited.
24. Security Reaulations
e
a.
Unless otherwise directed by the entrance gate officer and/or Contract Manager, the
Contractor, Contractor's employees and subcontractors shall enter the institution through
the main entrance gate and park private and nonessential vehicles in the designated
visitor's parking lot. Contractor, Contractor's employees and subcontractors shall
remove the keys from the ignition when outside the vehicle and all unattended vehicles
shall be locked and secured while on institution grounds.
b. Any State- and Contractor-owned equipment used by the Contractor for the provision of
contract services, shall be rendered temporarily inoperative by the Contractor when not
in use, by locking or other means unless specified otherwise.
c. In order to maintain institution safety and security, periodic fire prevention inspections
and site searches may become necessary and Contractor must furnish keys to
institutional authorities to access all locked areas on the worksite. The State shall in no
way be responsible for Contractor's loss due to fire.
d. Due to security procedures, the Contractor, Contractor's employees and subcontractors
may be delayed at the institution vehicle/pedestrian gates and sally ports. Any loss of
time checking in and out of the institution gates and sally ports shall be borne by the
Contractor.
e. Contractor, Contractor's employees and subcontractors shall observe all security rules
and regulations and comply with all instructions given by institutional authorities.
e
-9-
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SPECIAL TERMS AND CONDITIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit D
e
f.
Electronic and communicative devices such as pagers, cell phones and
cameras/microcameras are not permitted on institution grounds.
g. Contractor, Contractor's employees and subcontractors shall not cause undue
interference with the operations of the institution.
h. No picketing is allowed on State property.
25. Gate Clearance
Contractor and Contractor's employee(s) and/or subcontractor(s) must be cleared prior to
providing services. The Contractor will be required to complete a Request for Gate Clearance
for all persons entering the facility a minimum of ten (10) working days prior to commencement
of service. The Request for Gate Clearance must include the person's name, social security
number, valid state driver's license number or state identification card number and date of birth.
Information shall be submitted to the Contract Liaison or his/her designee. CDCR uses the
Request for Gate Clearance to run a California Law Enforcement Telecommunications System
(CLETS) check. The check will include Department of Motor Vehicles check, Wants and
Warrants check, and Criminal History check.
e
Gate clearance may be denied for the following reasons: Individual's presence in the institution
presents a serious threat to security, individual has been charged with a serious crime
committed on institution property, inadequate information is available to establish positive
identity of prospective individual, and/or individual has deliberately falsified his/her identity.
All persons entering the facilities must have a valid state driver's license or photo identification
card on their person.
e
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e
e
e
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
ADDITIONAL PROVISIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit E
1. Confidentiality of Infonnation
CDCR and Provider agree that all inmate/patient medical record information is identified as
confidential and shall be held in trust and confidence and shall be used only for the purposes
contemplated under this Agreement.
Provider by acceptance of this Agreement is subject to all of the requirements of the federal
regulations implementing the Health Insurance Portability and Accountability Act of 1996
(Code of Federal Regulations (CFR), Title 45, Sections 164.501 et seq.); the California
Government Code Section 11019.9; California Civil Code Sections 56 et seq.; and California
Civil Code Sections 1798, et seq.; regarding the collections, maintenance, and disclosure of
personal and confidential information about individuals.
2.
Contractor Emplovee Misconduct
During the performance of this Agreement, it shall be the responsibility of the Contractor
whenever there is an incident of use of force or allegation(s) of employee misconduct
associated with and directly impacting inmate and/or parolee rights, to immediately notify the
CDCR of the incident(s), to cause an investigation to be conducted, and to provide CDCR
with all relevant information pertaining to the incident(s). All relevant information includes, but
is not limited to: a) investigative reports; b) access to inmates/parolees and the associated
staff; c) access to employee personnel records; d) that information reasonably necessary to
assure CDCR that inmates and/or parolees are not or have not been deprived of any legal
rights as required by law, regulation, policy and procedures; and e) written evidence that the
Contractor has taken such remedial action, in the event of unnecessary or excessive force, or
employee misconduct with inmates and/or parolees, as will assure against a repetition of
incident(s) or retaliation. To the extent that the information provided by the Contractor fails to
so assure CDCR, CDCR may require that any implicated Contractor staff be denied access to
and the supervision of CDCR inmates and/or parolees at the facility and access to inmate
and/or parolee records. Notwithstanding the foregoing, and without waiving any obligation of
the Contractor, CDCR retains the power to conduct an independent investigation of any
incident(s). Furthermore, it is the responsibility of the Contractor to include the foregoing
terms within any and all subcontracts, requiring that subcontractor(s) agree to the jurisdiction
of CDCR to conduct an investigation of their facility and staff, including review of
subcontractor employee personnel records, as a condition of the Agreement.
3.
Riaht to Terminate (Supersedes provision number 7, Termination for Cause, of Exhibit C)
The parties hereto agree that either party may cancel this Agreement by giving the other party
written notice thirty (30) days in advance of the effective date of such cancellation. In the
event of such termination, the State agrees to pay Contractor for actual services rendered up
to and including the date of termination.
4.
Resumes. Job Descriptions and Duty Statements
The Contractor must provide and maintain resumes, duty statements and/or job descriptions
for all staff paid through this Agreement. In addition, all contracted staff personnel files must
indicate the date of employment, rate of pay and benefits, funding source, pay increases,
e
e
e
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
ADDITIONAL PROVISIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit E
promotions and status changes, and, if applicable, the date and reason(s) for employment
termination.
5.
Proiect Manaaer
The Contractor shall designate a Project Manager to be responsible for ensuring the terms,
conditions, and provisions of this Agreement are met. The Contractor shall notify the CDCR
within five (5) working days of a change in Project Manager. The continuation and
subsequent replacement of this position is subject to the provisions contained in the section'
entitled .Personnel".
6. Personnel
The Contractor agrees to allow the State the right to 1) approve, in advance, any personnel to
be assigned to this project, and 2) disapprove the continuing assignment of any personnel. If
any employee of the Contractor is unable to perform due to illness, resignation or other
factors beyond the Contractor's control, the Contractor shall immediately provide acceptable
substitute personnel.
The Contractor shall report in writing the resignation or dismissal of personnel who are an
essential part of the successful operation of the contracted program. The State may
immediately terminate the Agreement if the replacement of personnel is detrimental to the
program as determined by the State.
7.
Audit Reports
a. Local Governmental Entities
Local governmental entities shall submit, to the CDCR two (2) copies of the required
audit report within thirty (30) calendar days after the completion of the audit, but no
later than nine (9) months after the end of the audit period. The audit reports are to be
submitted to the addresses stated above.
Local governmental entities shall submit the required number of copies of the audit
report in accordance with the guidelines set by the Division of Audits of the State
Controller's Office. Said reports are to be submitted to the following address:
State Controller
Division of Audits
300 Capitol Mall, Fifth Floor
Sacramento, CA 95814
b. Subsidiary Entities
Where services or funds under this Agreement are provided to, for, or by a wholly
owned, or wholly controlled subsidiary of Contractor, Contractor hereby provides
assurance that an audit of this subsidiary organization shall be performed in
accordance with this Section. Said required audit report shall be made available to
the State upon request.
-2-
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
ADDITIONAL PROVISIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit E
.
8.
Subcontractina
Services provided are to be performed primarily with the staff of the pUblic entity or, in the
case of educational institutions, auxiliaries or foundations, by the faculty, staff or students
associated with the particular institution. Agreements are not to be used by state agencies to
circumvent the competitive bidding requirements of Public Contract Code Section 10340.
If more that twenty-five (25) percent of the total contract amount or $50,000.00, whichever is
less, is subcontracted, non-competitive bid approval must be obtained from the Agency
Secretary of the Youth and Adult Correctional Agency and the Department of General
Services prior to the commencement of services, unless the subcontract was competitively
bid or the subcontractor(s) also qualifies as a state agency, governmental agency, or joint
power.
9.
Insurance Reauirements
.
Insurance as required herein shall be a condition of the State's obligation to pay for services
provided under this Agreement. Prior to approval of this Agreement and before performing
any work, Contractor and any subcontractor shall furnish to the State evidence of valid
coverage. The following shall be considered evidence of coverage: A certificate of
insurance, a "true and certified" copy of the policy, or any other proof of coverage issued by
Contractor's insurance carrier. Binders are not acceptable as evidence of coverage.
Providing evidence of coverage to the State conveys no rights or privileges to the State, nor
does it insure any State employee or insure any premises owned, leased, used by or
otherwise or under the control of the State. It does, however, serve to provide the State with
proof that the Contractor and any subcontractor is insured at the minimum levels required by
the State of California.
Contractor agrees that any liability insurance required in the performance of this Agreement
shall be in effect at all times during the term of this Agreement. In the event said insurance
coverage expires or is canceled during the term of this Agreement, Contractor's insurance
provider must agree to give at least thirty (30) days prior notice to the State before said
expiration date or notice of cancellation. Evidence of coverage required in the performance of
this Agreement shall not be for less than the remainder of the term of this Agreement or for a
period of not less than one year. The State and the Department of General Services (DGS)
reserve the right to verify the Contractor's evidence of coverage; evidence of coverage is
subject to the approval of the DGS. In the event the Contractor fails to keep insurance
coverage as required herein in effect at all times, the State reserves the right to terminate this
Agreement and to seek any other remedies afforded by the laws of the State of California.
Self-insured public entities MUST provide proof of self-insurance.
Contractor hereby represents and warrants that the Contractor and subcontractors are
currently and shall for the duration of this Agreement be insured and provide proof of self-
insurance against:
.
Commercial General Liabilitv - Contractor agrees to carry a minimum of $1,000,000 per
occurrence for bodily injury and property damage liability combined.
The certificate of insurance must include the fOllowing provisions:
- 3 -
.
.
.
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
ADDITIONAL PROVISIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit E
. The insurer will not cancel the insured's coverage without 30 days prior written
notice to the State. The California Department of Corrections and
Rehabilitation must be named as the "Certificate Holder" and list the following:
State of California
California Department of Corrections and Rehabilitation (CDCR)
Office of Business Services
P. O. Box 942883
Sacramento, CA 94283-0001
. The State of California, its officers, agents, employees, and servants are
hereby named as additional insured but only with respect to work performed
for the State of California.
Professional Liability Insurance - Contractor and any subcontractors shall maintain
Professional Liability Insurance in the amount of $1,000,000 per occurrence, $3,000,000 in
the aggregate, including coverage for any errors and omissions caused by negligence in the
performance of duties under this Agreement.
By signing this Agreement, the Contractor certifies that the carrier of any professional liability
insurance required in the performance of this Agreement has knowledge of the Contractor's
and any subcontractor's extension of services to CDCR inmates.
Auto Liability - By signing this Agreement, the Contractor certifies that the Contractor and any
employees, subcontractors or servants possess valid automobile coverage in accordance
with California Vehicle Code Sections 16450 to 16457, inclusive. The State reserves the right
to request proof at any time.
-4-
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Attachment 1-0
(Page 1 of 2)
e
Instructions for Completing the
Budget Transfer Request (BTR) Form
(Cost Reimbursement BudQets)
j.\REA11
Contractor completes all requested information:
. Name of COCR Program administering the contract (i.e., OSAP, P&CSO,
OCR etc.)
. Mailing address (City, State and Zip)
. Name and phone number of Program Manager
. Contractor's name (as written on Contract)
. Contractor's contact person and phone number
. Contractor's address (City, State and Zip)
. Contract and BTR number
(The BTR number will be assigned by the COCR Program Manager
approving the BTR. BTR numbers will be assigned in sequential order,
regardless of fiscal year. For example, if the contract is two years old and
this is the third BTR request, then the BTR is assigned as #3.)
. Identify which fiscal years are affected by the proposed BTR
e
iAREA ~
Contractor indicates type of budget transfer. Check one or more boxes as appropriate.
iAREA~
COCR's Section Chief of the program administering the contract approves or
disapproves BTR. Printed name, signature, date and phone number of approving
authority are required.
ALL BTRs MUST BE ACCOMPANIED BY JUSTIFICATIONIDOCUMENTATION AND
A REVISED LINE ITEM BUDGET FOR EACH FISCAL YEAR AFFECTED BY THE
BTR. REVISED BUDGETS MUST BE SUBMITTED IN THE FORMAT AS DISPLAYED
ON PAGE 3 OF ATTACHMENT 1-0.
A blank BTR is also attached for use by Contractors.
IDISTRIBUTIONI
The Section Chief of the program will forward copies of the approved BTRs to the
CDCR Accounting Office and the Office of Business Services (OBS).
e
October 20, 2006
BUDGET TRANSFER REQUEST (Cost
Reimbursement Budgets)
Office of Business Services aBS
TO:
California De artment of Corrections and Rehabilitation
coeR DIVISION OR PROGRAM (MANAGING CONTRACT)
DATE SUBMITTED (from Contractor)
FROM: (CONTRACTOR'S OFFICIAL NAME AS WRITTEN ON CONTRACT)
PREPARED BY (PLEASE PRINT NAMe LEGISL Y
TELEPHONE NUMBER
MAILING ADDRESS
MAILING ADDRESS
CITY, STATE, ZIP CODE
1
CITY, STATE. ZIP CODe
ATTENTION: (PROJECT/PROGRAM MANAGER)' PHONE NUMBER
CONTRACT #I AMENDMENT #/BTR tI
FISCAL YEAR(S)
'PLEASE PRINT NAME LEGlSL
BUDGET TRANSFER REQUEST (BTR) PROCESS
A Budget Transfer Request (BTR) is an informal document used by the Contractor to indicate allowable budget transfers of existing
project funds without the need to process a formal amendment. The BTR is only used when there is no increase in the total funding
level. The BTR enables the Contractor to adjust the line item budget to reflect actual expenditures. The Contractor shall submit a BTR
to the CDCR Program Manager reflecting budget transfer costs of existino oroiect funds, provide justification/documentation for each
budget transfer, and submit a revised budget for the affected fiscal years. The justification/documentation must accompany the BTR
and be signed by the Contractor's Director. Budget Transfer Requests must be approved by the Section Chief of the program
administering the contract. CDCR Program Managers must submit a copy of all approved BTRs, along with a revised budget, to the
CDCR Accounting Office and OBS. The Accounting Office will not pay invoices exceeding the budgeted category amounts until an
approved BTR and revised budget have been received from the CDCR Program Manager. The Accounting Office will only pay invoices
for cate ories that are reflected in the current a roved line item bud et that have sufficient funds.
TYPE OF BUDGET TRANSFER REQUEST (CHECK ONE OR MORE BOXES AS APPROPRIATE)
Contractor indicates type of budget transfer request:
THE FOLLOW/NG ACTIONS REQUIRE AN IMMEDIATE BTR AND PRIOR APPROVAL FROM CDCR'S SECTION CHIEF OF THE
PROGRAM:
.
adjusting budgeted costs across the established budget categories greater than 15% of original total for that categr:-lg.,
operating costs; subcontractorlconsultant costs, etc., but excluding Personnel category.) l1.J
addition of new line item(s) in anyone of the budget categories.
benefit increases for the following documented circumstances onlv: 1) increase in employee health care or workers'
compensation costs; 2) increase in social security or unemployment insurance costs; or 3) increase in employee payroll taxes.
Documentation showing proof of increased costs must be provided (I.e., tax documents, invoices, etc.);
.
.
.
addition of new budgeted positions that do not have a significant impact on contracted services or contract deliverables and do not
require duties and/or qualifications to be identified in the scope of the project;
increase in a budgeted position's time base (e.g., from 50% to 75%, etc.).
.
Prior written approval for any type of transfer or change not identified above must be requested from the Deputy Director or Assistant
Director of the Program. If the request is approved, the Contractor will be given notification to process a BTR or amendment for the
re uested transfer or chan e.
SECTION CHIEF OF PROGRAM APPROVAUCERTIFICATION
o Approved
I hereby certify that this BTR is in compliance with Line Item Budget Guide policies and that the transfer of funds is consistent with the
services re uested in this contract.
o Disapproved
Signature
Date
Printed Name
3
Phone Number
REVISED LINE ITEM BUDGET
Attach a revised line-item budget. All pages of the revised budget must include the contract and BTR
number. If 5ubse uent fiscal ear bud ets are affected, one must be com leted for each ear.
DISTRIBUTION: [ ] Program I Contractor [] OBS, Contract Analyst [] Accounting (original)
,
(Rev. October 20, 2006)
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:
BUDGET TRANSFER REQUEST (Cost
Reimbursement Budgets)
Office of Business Services aBS
0: .
California De artment of Corrections and Rehabilitation
COCR OMSION OR PROGRAM (MANAGING CONTRACT)
DATE SUBMITTED (from Contractor)
FROM: (CONTRACTOR'S OFFICIAl NAME AS WRITTEN ON CONTRACT)
PREPARED BY (PLEASE PRINT NAME LEGIBLY
TELEPHONE NUMBER
MAILING ADDRESS
MAILING ADDRESS
CITY, STATE, ZIP CODE
CITY, STATE, ZIP CODE
ATTENTION: (PROJECT/PROGRAM MANAGER)1 PHONE NUMBER
CONTRACT #I AMENDMENT #/BTR 1#
FISCAL YEAR(S)
PLEASE PRINT NAME LEGJBL
BUDGET TRANSFER REQUEST (BTR) PROCESS
A Budget Transfer Request (BTR) is an informal document used by the Contractor to indicate allowable budget transfers of existing
project funds without the need to process a formal amendment The BTR is only used when there is no increase in the total funding
level. The BTR enables the Contractor to adjust the line item budget to refiect actual expenditures. The Contractor shall submit a BTR
to the CDCR Program Manager reflecting budget transfer costs of existina oroiect funds, provide justification/documentation for each
budget transfer, and submit a revised budget for the affected fiscal years. The justification/documentation must accompany the BTR
and be signed by the Contractor's Director. Budget Transfer Requests must be approved by the Section Chief of the program
administering the contract. CDCR Program Managers must submit a copy of all approved BTRs, along with a revised budget, to the
CDCR Accounting Office and OBS. The Accounting Office will not pay invoices exceeding the budgeted category amounts until an
approved BTR and revised budget have been received from the CDCR Program Manager. The Accounting Office will only pay invoices
for cale ories that are reflected in the current a roved line item bud et that have sufficient funds.
TYPE OF BUDGET TRANSFER REQUEST (CHECK ONE OR MORE BOXES AS APPROPRIATE)
Contractor indicates type of budget transfer request:
THE FOLLOWING ACTIONS REQUIRE AN IMMEDIATE BTR AND PRIOR APPROVAL FROM CDCR'S SECTION CHIEF OF THE
PROGRAM:
. adjusting budgeted cosls across the established budget categories greater than 15% of original total for that category. ; e.g.,
operating costs; subcontractor/consultant costs, etc., but excluding Personnel category.)
. addition of new line item(s) in anyone of the budget categories.
. benefit increases for the following documented circumstances onlv: 1) increase in employee health care or workers'
compensation costs; 2) increase in social security or unemployment insurance costs; or 3) increase in employee payroll taxes.
Documentation showing proof of increased costs musl be provided (Le., tax documents, invoices, etc.);
. addition of new budgeted positions that do not have a significant impact on contracted services or contract deliverables and do not
require duties and/or qualifications to be identified in the scope of the project;
. increase in a budgeted position's time base (e.g., from 50% to 75%, etc.).
Prior written approval for any type of transfer or change not identified above must be requested from the Deputy Director or Assistant
Director of the Program. If the request is approved, the Contractor will be given notification to process a BTR or amendment for the
requested transfer or change.
SECTION CHIEF OF PROGRAM APPROVAUCERTIFICATION
o Approved
I hereby certify that this BTR is in compliance with Line Item Budget Guide policies and that the transfer of funds is consistent with the
services re uested in this contract.
o Disapproved
Signature
Date
Printed Name
Phone Number
REVISED LINE ITEM BUDGET
A~ach a revised line-item budget. All pages of the revised budget must include the contract and BTR
number. If subse uent fiscal ear bud ets are affected, one must be com leted for each ear.
DISTRIBUTION: [ ] Program I Contractor [] OBS, Contract Analyst [] Accounting (original)
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MONTHLY INVOICE FOR CONTRACT EXPENDITURES
INVOICE NUMBER:
. (COST REIMBURSEMENT BUDGETS)
TO: PREPARED BY (NAME) TELEPHONE NUMBER
California Deoartment of Corrections and Rehabilitation ( )
COCR DIVISION OR PROGRAM CONTRACTOR'S OFFICIAL NAME
.
MAILING ADDRESS MAILING ADDRESS
CITY. STATE. ZIP CODE CITY, STATE, ZIP CODe
ATTENTION CONTRACT NUMBER AMENDMENT NUMBER
HEADQUARTERS ACCOUNTING SERVICES SECTION
In accordance with the above-referenced contract, payment is requested for satisfactory services provided AMOUNT DUE
in the MONTH of ,20 $
PROJECT YEAR TO DATE CURRENT BALANCE
PERSONNEL COSTS (anach addhional sheels ff necessary) BUDGET EXPENDITURES MONTH AVAILABLE
STAFF POSITIONS & BUDGETED MONTHLY SALARIES (EXCLUDE CURRENT EXPENDITURES
Emplovee's NAME. Position TITLE and TIME Base f% or Hours} MONTH)
$
$
$
$
$
$
TOTAL STAFF SALARY = $ $
STAFF BENEFITS % of Total Staff Salaries as stated in the budget $ $
TOTAL PERSONNEL COSTS = $ $
SUB-CONTRACTORS/CONSULTANTS COSTS I $ $
OPERATING COSTS (anach addiNonal shee's ff necessary)
e
*Travel $' $
Facility Lease/Rent $ $
Maintenance/Repair $ $
Communications $ $
Utilities $ $
Insurance $ $
Supplies/Expendable Equipment $ $
Non-Expendable Equipment (per Exhibn AA) $ $
line Item Additions: $ $
$ $
$ $
TOTAL OPERATING COSTS = $ $
INDIRECT COSTS % of $ $ $
PROFIT or SERVICE FEE % 01$ $ $
TOTAL COSTS = $ $
FOR ACCOUNTING OFFICE USE ONLY
LESS ADVANCE PAYMENT (if applicable, advance $
oavment must be deducted as set forth in the contract) -
AMOUNT OF PAYMENT DUE (must match "Amount Due" above) $
The undersi ned certi ,b review and verification of the attached documentation, satisfad service has been ovided in accordance with the above-rel'erenced contract.
SIGNATURE AND PRINTED NAME OF CONTRACTOR'S FISCAL OFFICER DATE SIGNED
SIGNATURE AND PRINTED NAME OF COCR PROGRAM MANAGER
TITLE
DATE SIGNED
. SUPpORTING DOCUMENTATION REQUIRED WITH SUBMITTAL OF MONTHLY INVOICE
,
[ ] CHECK THIS BOX ON THE LAST MONTHLY INVOICE OF THE QUARTER WHEN THERE HAS BEEN NO MOVEMENT 'OF FUNDS FOR THE QUARTER,
MONTHLY INVOICE FOR CONTRACT EXPENDITURES (COST REIMBURSEMENT BUDGETS)
INSTRUCTIONS
CONTRACTOR COMPLETES:
INVOICE NUMBER: Enter an invoice number (for tracking purposes).
a TO~ Enter the COeR Division or Program administering the contract. Mail to the address identified in the contract's General Terms and Conditions.
.. Attention: Accounting Department.
PREPARED BY: Enter the name and telephone number of the individual responsible for preparing the monthly invoice. Individual identified will selVe
as the contact person and should be able to answer questions regarding the monthly invoice.
CONTRACTOR'S OFFICIAL NAME AND MAILING ADDRESS: Enter the business name and mailing address as stated on the contract documents. If
mailing address changes during the course of the contract. Contractor will be responsible for notifying CDeR of the new address.
CONTRACT NUMBER AND AMENDMENT NUMBER: Note on each monthly invoice submitted.
WHEN SERVICES PROVIDED AND AMOUNT DUE: Identify the month, year and the amount of payment due.
,PrQ'et:FBuCf . at c o~ fs
For the following budgeted costs, do not send supporting documentation with the monthly invoice, but retain files in the Contractor's headquarters
office based in California or at the program service location where services are being provided.
EXCEPTION: Required to submit supporting documentation for "Travel Costs" and" Sub.Contractors/Consultant Costs."
PERSONNEL COSTS: List the name, position title, time base percentage (or hours worked). Each approved position must be listed whether staffed or
vacant. To justify the use of salary savings, the Contractor must obtain prior approval through the Budget Transfer Request process. Monthly invoice
for salary costs of vacant positions cannot be reimbursed, or claimed for personnel services not rendered during the vacancy period.
STAFF BENEFITS: Enter the percentage of Total Staff Salaries as stated in the budget. If a percentage range was established (due to some staff
benefit premiums being paid on a quarterly or annual basis), the monthly amount paid can not exceed the established high range.
SUB..cONTRACTORlCONSULTANT COSTS: Enter the associated costs. Submit supporting documentation for all expense reimbursements of
associated costs claimed with the monthly invoice and retain a copy at the Contractor's headquarters or at the program service location where services
are being provided for audit purposes.
OPERATING COSTS:
TRAVEL. Enter the costs directly related to travel for the project. Travel costs must be supported by travel expense vouchers, purpose of travel.
location (to and from destinations), dates, time of travel, rates claimed, mileage and any applicable receipts. Submit supporting documentation for
travel costs claimed with the monthly invoices and retain a copy at the Contractor's headquarters or at the program service location where services
are being provided for audit purposes.
FACILITY LEASE/RENT. Enter the monthly lease/rent costs applicable to the occupied space for the project. If Contractor occupies space(s) which
e will only be partially used by the COCR project, the allowable space costs must be based on the percentage of space used for the project. If the
facility is owned by the Contractor, the Contractor may be compensated for the use of buildings through depreciation and current interest expense
related to the purchase of the facility. The computation of depreciation will be based on total facility acquisition cost. less land cost. Adequate
property records must be maintained and a straight line method of computing depreciation must be used, in accordance with Internal Revenue Code
The method of computing depreciation must be consistently applied.
MAINTENANCE/REPAIR - Enter the costs that reflect expenses for the upkeep of the facility and/or the repair of non-expendable equipment.
COMMUNICATIONS. Enter the costs associated for the operation of the program. Costs include, but are not limited to, telephone service, postage
costs and messenger service.
UTILITIES. Enter the costs associated for the operation of the program. Costs include, but are not limited to, gas, electricity, water and trash
collection.
INSURANCE. Enter the costs associated in maintaining insurance coverage for the operation of the program.
SUPPLIES/EXPENDABLE EQUIPMENT. Enter the purchase price of office supplies and/or expendable equipment (acquisition cost of less than
$5000 per unit) necessary to meet the program's required services.
NON.EXPENDABLE EQUIPMENT - Enter the costs as indicated in the approved budget for the method of charge (rent/lease or depreciation).
LINE ITEM ADDITIONS. Enter those costs deemed necessary to provide contracted services as indicated in the approved budget.
INDIRECT COSTS _ Will be allowed to the extent specified in the approved contract budget. Enter the associated costs and list the indirect cost rate
(percentage of costs) which is based on the annual direct expenses.
PROFIT or SERVICE FEE. Will be allowed to the extent specified in the approved contract budget. Enter the profit or service fee rate (percentage of
costs), which is based on the cost of operating the program, exclusive of indirect costs. Enter the associated total costs.
FISCAL OFFICER'S SIGNATURE. Contractor's fiscal officer must review and certify with their signature that expenditures claimed are in accordance
with the provisions identified in the contract budget. Fiscal officer must print and sign their name and date each monthly invoice. Send the signed
original and two (2) copies to accounting.
IF NO BUDGET CHANGES OCCURRED DURING THE QUARTER - If there were no movement of funds during the quarter, including amendments,
the Contractor will indicate this on their last monthly invoice for that quarter by checking the box at the bottom of the invoice. If there were movement of
funds, leave blank. (Check only for last monthly invoice of the quarter).
CDCR STAFF COMPLETES: The CDCR Program Manager or their authorized designee must review Contractor's monthly invoice and certify
with their signature that based upon their review and verification of the attached documentation, satisfactory service as been provided in accordance
e with the provisions of the contract budget. Individual authorizing the payment of the monthly invoices must sign, enter their titie.and date of signature.
Forward to accounting the approved invoice and retain support documentation for your project records. The COCR Accounting Office will pay invoices
based-on monies available in the overall category and not by line item amount.
1-
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CITY OF SAN BERNARDINO
Budget Proposal
Agreement Number C06.436
Exhibit B-2
FISCAL YEAR 2006/2007
(February 1, 2007 - June 30, 2007)
%of
A. PERSONNEL' No. of Monthly Project No. of
Positions Salarv Time Months Total
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$
Total Staff Salaries $
Total Staff Benefits ( 30-35 % of Total Staff Salariesl $
TOTAL PERSONNEL COSTS (A) $0
B. SUB_CONTRACTORS/CONSULTANTS COSTS (list firms and costs)
Case Management $ 15,000
Academic research and production $ 10,000
Coordination of materials and resources $ 6,250
$
$
TOTAL SUB_CONTRACTORS/CONSULTANTS COSTS IBI $ 31,250
C. OPERATING COSTS
Facility Lease/Rent $
Maintenance/Repair $
Communications $
Utilities $
Insurance $
Food $ 1,000
Supplies/Expendable Equipment $ 1,083
Non-Expendable Equipment $
Transportation $ 4,167
Line Item Additions: $
Case Manaaement Coordination $
$
$
TOTAL OPERATING COSTS IC) $ 6,250
SUBTOTAL ANNUAL DIRECT EXPENSES (A+B+C) $ 37,500
D. TOTAL INDIRECT COSTS $ 4,167
$
TOTAL BUDGET FOR FISCAL YEAR (2006/2007 ) (A+B+C+D) $41,667.00
CITY OF SAN BERNARDINO
Budget Proposal
Agreement Number C06.436
Exhibit B-2
e
FISCAL YEAR 2007/2008
. (July 1, 2007 - June 30, 2008)
e
%of
A. PERSONNEL" No. of Monthly Project No. of
Positions Salary Time Months Total
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$
Total Staff Salaries $
Total Staff Benefits ( 30-35 % of Total Staff Salaries) $
TOTAL PERSONNEL COSTS (A) $0
B. SUB-CONTRACTORS/CONSULTANTS COSTS (list firms and costs)
Case Management $ 22,000
Academic research and production $ 8,000
Coordination of materials and resources $ 13,750
$
$
TOTAL SUB-CONTRACTORS/CONSULTANTS COSTS (BI $ 43,750
C. OPERATING COSTS
Facility Lease/Rent $
Maintenance/Repair $
Communications $
Utilities $
Insurance $
Food $ 1,500
Supplies/Expendable Equipment $ 1,417
Non-Expendable Equipment $
Transportation $ 5,833
Line Item Additions: $
Case Management Coordination $
- $
$
TOTAL OPERATING COSTS (CI $ 8,750
SUBTOTAL ANNUAL DIRECT EXPENSES TA+B+CI $52,500
D. TOTAL INDIRECT COSTS $5,833
$
TOTAL BUDGET FOR FISCAL YEAR (2006/2007I1A+B+C+DI $58,333.00
e
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SPECIAL TERMS AND CONDITIONS FOR PUBLIC ENTITY AGREEMENTS
Agreement No. C06.436
Exhibit D
-1.
-2.
_
Contract Disputes with Public Entities (Supersedes provision number 6, Disputes, of Exhibit C)
As a condition precedent to Contractor's right to institute and pursue litigation or other legally
available dispute resolution process, if any, Contractor agrees that all disputes and/or claims of
Contractor arising under or related to the Agreement shall be resolved pursuant to the following
processes. Contractor's failure to comply with said dispute resolution procedures shall
constitute a failure to exhaust administrative remedies.
Pending the final resolution of any such disputes and/or claims, Contractor agrees to diligently
proceed with the performance of the Agreement, including the delivering of goods or providing
of services. Contractor's failure to diligently proceed shall constitute a material breach of the
Agreement. .
The Agreement shall be interpreted, administered, and enforced according to the laws of the
State of California. The parties agree that any suit brought hereunder shall have venue in
Sacramento, California, the parties hereby waiving any claim or defense that such venue is not
convenient or proper.
A county, city, district or other local public body, state board or state commission, another state
or federal agency, or joint-powers authority shall resolve a dispute with CDCR, if any, through a
meeting of representatives from the entities affected. If the dispute cannot be resolved to the
satisfaction of the parties, each entity may thereafter pursue its right to institute litigation or other
dispute resolution process, if any, available under the laws of the State of California.
Confidentiality of Data
All financial, statistical, personal, technical and other data and information relating to State's
operation, which are designated confidential by the State and made available to carry out this
Agreement, or which become available to the Contractor in order to carry out this Agreement,
shall be protected by the Contractor from unauthorized use and disclosure.
If the methods and procedures employed by the Contractor for the protection of the Contractor's
data and information are deemed by the State to be adequate for the protection of the State's
confidential information, such methods and procedures may be used with the written consent of
the State. The Contractor shall not be required under the provisions of this paragraph to keep
confidential any data already rightfully in the Contractor's possession that is independently
developed by the Contractor outside the scope of the Agreement or is rightfully obtained from
third parties. .
No reports, information, inventions, improvements, discoveries, or data obtained, repaired,
assembled, or developed by the Contractor pursuant to this Agreement shall be released,
published, or made available to any person (except to the State) without prior written approval
from the State.
Contractor by acceptance of this Agreement is subject to all of the requirements of California
Government Code Section 11019.9 and California Civil Code Sections 1798, et seq., regarding
the collection, maintenance, and disclosure of personal and confidential information about
individuals.
\
.
LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
Monthly Invoices
Monthly invoices for salary costs of vacant positions
cannot be reimbursed, or claimed, for
personnel services not rendered
during the "vacancy period".
tit
Audit Finding
If the use of salary savings is determined as an audit finding,
the associated costs claimed will be disallowed.
CDCR will recover costs claimed.
I Duties Performed for a Vacant Position
A vacant position's duties may be temporarily performed:
. by an existinq position whose time base is currently less than 100% (e.g., time base
of 75% increased to 100% and the existing position's budgeted amount would also
increase by transferring costs from the vacant position); or
. by allowing existing staff to work overtime; or
e · by employing temporary help.
I Salary Rate Increases
Salary increases not included in the budget at the time of bid will only be allowed
during the term of the contract under the following conditions:
. the CDCR Program Manager increases contract responsibilities which in turn results
in increased responsibilities of the established budgeted positions; or
. the Contractor increases the responsibilities of a budgeted position; or
. the project is legislatively approved for cost of living adjustments; or
. Contractor experiences documented recruitment or retention problems.
Salary increases over 15% of the high range, other than those included in the budget
at the time of bid, must have prior amendment approval before making commitments to
staff.
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Page 19 of 20
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
I Budgeted Positions
. An employee's percentage of time worked may increase (e.g., from 75% to 100%)
when performing additional duties.
. The number of established budgeted positions may increase (e.g., from 3.5 to 5 full
time employee positions) due to an increase in the quantity of services.
I New Budget Line Items
. New positions, excluding temporary help, may be added to a project budget during
the contract amendment process due to a change in the scope of work. A new
position's salary range, percentage of time and number of months must be shown
on the project budget. Example: Position at 100% time for 7 months with a monthly
salary range of $1,800 - $2,000. A new position's salary range must be in line with
the established salaries identified in the project budget.
. Additional budget line items and associated costs may be added by an amendment
to reflect the actual increased costs associated with providing services.
. Contractor is allowed to add new line items by utilizing existing fund within each FY
budget with out the need to process an amendment.
Monthly Invoices
Cost Reimbursement Budget - The Contractor may use the COCR's monthly invoice
form entitled "Monthly Invoice for Contract Expenditures" or may develop a similar
monthly invoice form. If a Contractor elects to develop their own monthly invoice, the
monthly invoice must include the same data information and associated costs as
indicated on COCR's monthly invoice. The COCR Accounting Office will pay invoices
based on monies available in the overall category and not by line item amount.
The Line Item Budget Guide includes a copy of COCR's monthly invoice for a cost
reimbursement budget, including instructions for completion.
Page 20 of 20
Sample Project Budget Proposal
ATTACHMENT 1
e
CONTRACTOR:
California Department of Corrections and Rehabilitation (COCR)
BUDGET PROPOSAL
2007/2008
July 1, 2007 through June 30, 2008
A;;\~~~~'"
Proaram Director/Center Manaaer
SupeNslna Counselor
Joumey Lewl Counselor
Entry Le\E:1 Counselor
Job Dewloper
Secretarv/Admin. Ass\.
~
months
months
months
months
months
months
months
months
months
months
exhibit B.2
'.~~J~~;:ljL~ ~.:::;;1: . "/! t :.;
.k Tim.. r:; :u~.;;;~!;.7! > , ..' . '"
TEMPORARY HELP
OVERTIME
Various
Various
N1A
N/A
Various
Various
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$
$
$
$
$
I.:",.', ,',;,., U' ...... ',,;.,.. ,',:.,' 'TO,.AL'SUB-CON1Ri1C1:i:l~(<;Q"'SULTAlfrC.OSTS'(aJ. $
C. OPERATING COSTS
Facility Lease/Rent $
Food Costs $
Communications $
Utilities $
Trawl $
Training $
Insurance $
Ollice, Program & Household Supplies $
Non-Expendable Equipment (per Exhibit B3) $
Client Needs $
Line Item Additions:
$
$
$
$
$
$
$
. .' .. . .' ... '. ' .' .TOTAL OPERATiNG COSTS (C). $
. {.. {t"..t.. ;.::i;0.......,,"'. . /' . ;.,. " ,;., :; '.SUBTPTAL'AN.~UAL'llfREQT.EXPENSES'(A+B+C)"; $
D. TOTAL INDIRECT COSTS of Subtotal Annual Direct Expenses $
E. PROFIT/SERVICE FEE of Subtotal Annual Direct Expenses $
)' " TOTAL BUDGET FOR FISCAL '!'EAIUOO7IOa' AtB~C+D<:E) .
Page 1
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.
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.
.
.
.
" .
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Contractors Name City of San Bernardino
Exhibit AA
C06.436
NON-EXPENDABLE EQUIPMENT
List all types of non-expendable equipment to be utilized with this project. Budgeted costs for
non-expendable equipment reflect payment made per month during the term of the contract.
Attach additional sheets if necessary.
3 computers
#56388
#32511
#70233
laserwriter (printer)
#8390482
facsimile
#4245
photocopier
#1965912
.. .,.,..<_........,.-.' ;,',;
.. :DI:PRECIAnotii ~".
.,:!~g&i/:'~":;",;-~;",fi(;\:)}!~:,~;;Q~~?~'::.:: '~'::"'.'_;, .::,:,:;,,;~,,::,;-!.,:.,~;.. ;'-:_. r,:_:::'f:~~:':"_'. ........
"(if ~traightli~e:rriethQd 1$ riot u!>ect,
':. ;';.:._ ',',"; .'- '.,';:,,~.:: ,,', ~'o-i.: '".';!' :.; >.' >i:::_ ",J:>',,'" ':',_,';':_:._ ..,,' ,-.<:.,,;.. ,;.:: '.:"" ,: ;,;',0.. ,.;..:....: ':.. -', ..
"" supportj~tifiCationlnclic;atirig the
. depreciationmetlirid:Osed
. ; must be submltte"tl) 0"
Re~t Cost: "
Acquisition Cost: $
Useful Life: _ years
Depreciation Cost:
$ per month
$
,,:'}'
" ; :~~,mQ'nth
l..~ase Cost: 00 "
\_"._,c,_, ,,",'>:';'::.,,<,-L::;-:-,; ':
$125.00 per month 0
"($125 x 36 months = $45!lO).
Rent Cost:
AcquisitionCost: $1,500
Useful Life: 6 Years ". 0"., 0 0
Depreciation Cost:' .
".;.,-".,:-0-',....:..-;......... ,0',
,S?1.00 p~r:month' "
l$21 x 361TlOi1lhs =:$756)
,:'->-., "J' -, ~~>,'\~: ' : 'Jr'
$
per month
Lease Cost:
.....,.....'
","'>-
+!.:
$
per month
Acquisition Cost: $
Useful Life: _ years
Depreciation Cost:
$
per month
Rent Cost:
A~qulslti\>n c~t;" $6,~p"""
:,' ::,:f:'-;\,,:,;i:\';<:)~:~:",?;\':':<'.- :<f':'i>"-'i'j/. ';j;::'~1\',,-~;;,
U~,fui l.jfe: 06years ..0
Depre~i~~ion Cost:
$90.00 per month
($90 x 36 monttis = $3240)
$
per month
Lease Cost:
$
per month
Rent Cost:
Acquisition Cost: $
Useful Life: _ years
Depreciation Cost:
$
per month
Lease Cost:
$
$
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Attachment 1-C
Page 1 of 4
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DIRECT AND INDIRECT COSTS
INTRODUCTION
In an organization with multiple programs and contracts, all costs can be divided
into two different types: direct and indirect. Direct costs are those, which are
clearly and easily attributable to a specific program. Adding up most of your
direct costs is easy. If you have a child and family counseling program, for
instance, the salaries and benefits paid to your counselors are direct expenses.
No one will argue with that allocation decision.
But what about rent and utility costs for the counseling office?
If the space is used solely for counseling - not shared with another program -
you probably have a good argument that these costs are direct expenses. You
can calculate the square footage of the counseling offices, divide that number by
the total square footage of all the office space needed by your organization -
space used by management, accounting and other programs - and get a
percentage of your total rent and utility costs that can be allocated to the direct
cost of the counseling program.
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But if the space is shared with other programs or used for other functions some
of the time, a straight percentage may not be possible to derive.
SO WHAT ARE INDIRECT COSTS?
Sometimes called overhead, indirect expenses are general costs that cannot be
easily assigned or allocated to a program based on some formula or timekeeping
effort.
Simply put, if you add up all the expenses that can be directly attributed to
programs and subtract that figure from your total expenses, what you have left
over are your indirect expenses.
If the organization provides only one program, it's a simple matter. All your
indirect costs will be allocated to that program. But if you provide more than one
service, you'll need to determine how to assign indirect expenses to each
program. In other words, you'll need to calculate your indirect cost rate.
HOW DO I CALCULATE AN INDIRECT COST RATE?
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The indirect cost rate is calculated by adding up your total direct program costs
and dividing that figure by your total organization's direct costs. Multiply this
figure against total indirect costs to arrive at the program's share of indirect
costs.
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Attachment 1-C
Page 2 of 4
Another way to illustrate this is through the following algebraic formula (Direct
Program Costsffotal Organizational Direct Costs X Total Indirect Costs =
Program's Share of Indirect Costs).
There are several measures used to determine the proportion of indirect costs to
allocate/charge/apply to each program. Two of the more familiar and generally
accepted methods for developing the cost allocation are:
1. The ratio of the program's or contract's total direct costs to the contractor's
organization-wide total direct costs (Total Direct Proaram Costsffotal Direct
Oroanizational Costs X 100 = Percentage of Indirect Costs to Allocate to the
Program).
2. The ratio of the program's or contract's direct charged salaries and wages to
the Contractor's organization-wide salaries and wages, excluding the
administrative salaries and wages (Total Direct Proaram Salaries and
Wagesffotal Direct Oroanizational Salaries and Wages X 100 = Percentage
of Indirect Costs to Allocate to the Program).
This can be best explained through an example of an Indirect Cost Allocation
Plan submitted by a contractor with multiple programs (refer to Attachment 1-C).
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The contractor may develop an allocation plan based on another operational or
statistical basis. However, the method must be approved by the California
Department of Corrections and Rehabilitation (CDCR), Policy and Evaluation
Division (PED), Fiscal and Business Management Audits Unit (FBMAU).
WHY IS THIS IMPORTANT?
It is to the contractor's advantage, of course, to allocate every expense possible
as a direct program cost. Although indirect costs are necessary and
unavoidable, many contractors are reluctant to include indirect costs in their
budget cost allocation plans. At all times, the contractor must be able to explain
their rationale for assigning any indirect expenses to a program or contract.
FEDERAL INDIRECT COST
Bidder's that have established indirect cost rates with the Federal Government,
may use their approved Federal CAP for State purposes. However, the State
may disallow items that are allowable under their Federal plan.
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Attachment 1-C
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EXPLANATION OF ATTACHMENT 1-C
SAMPLE INDIRECT COST ALLOCATION PLAN FOR MULTIPLE PROGRAMS
In this example, the contractor has contracts with five separate programs. The
contractor operates two state programs, one of which are the COCR contract, two
county programs and a federal program.
$10,000,000 in direct costs can be directly attributed to the five programs. An
additional $800,000 of direct costs can not be directly attributed to any specific
program; however, the costs are necessary for the general operation and activities
of the organization. In other words, $800,000 of direct costs are indirectly related to
the operation of the five programs; hence, the term "indirect costs."
How should the $800,000 be allocated? One generally accepted method for allocating
indirect costs is to determine the ratio of the programs or contract's total direct costs to
the contractor's organization-wide total of direct costs. The $800,000 would be
allocated as follows for the 5 programs:
1. COCR Contract:
2. State Program
3. County Program
4. County Program
5. Federal Program
Totals
(1,600,000/10,000,000 * $800,000) = (.16 * $800,000) = $128,000
(1,800,000/10,000,000 * $800,000) = (.18 * $800,000) = $144,000
(2,000,000/10,000,000 * $800,000) = (.20 * $800,000) = $160,000
(2,400,000/10,000,000 * $800,000) = (.24 * $800,000) = $192,000
(2.200.000/10,000,000 * $800,000) = (.22 * $800,000) = $176.000
$10000000
100%
$800 000
The above example shows the COCR contract being charged $128,000 (16 percent) of
the total $800,000 in indirect costs, based upon the direct cost allocation method.
The contractor may develop an indirect cost allocation plan based upon another
operational or statistical basis. Another common method for developing the indirect cost
allocation ratio is to take the ratio of the programs or contract's direct salaries and
wages to the contractors total direct organization wide salaries and wages. Total direct
salaries and wages for the five programs equals $5,000,000. The $800,000 of indirect
costs would be allocated as follows for the 5 programs using the direct salaries and
wages allocation method:
1. COCR Contract:
2. State Program
3. County Program
4. County Program
5. Federal Program
Totals
( 900,000/5,000,000 * $800,000) = (.18 * $800,000) = $144,000
( 950,000/5,000,000 * $800,000) = (.19 * $800,000) = $152,000
(1,000,000/5,000,000 * $800,000) = (.20 * $800,000) = $160,000
(1,100,000/5,000,000 * $800,000) = (.22 * $800,000) = $176,000
(1.050.000/5,000,000 * $800,000) = ell * $800,000) = $168.000
$5 000 000
100%
$800 000
The above example shows the COCR contract being charged $144,000 (18 percent) of
the total $800,000 in indirect costs, based upon the direct salaries and wages allocation
method.
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
Cost Allocation Plan: The purpose of the Cost Allocation Plan (CAP) is to ensure
that there is equitable distribution of indirect costs to all the Contractor's programs or
operations. The associated expenses require the bidder to submit documentation,
at bid time, in the form of a Cost Allocation Plan (CAP). The FBMAU will review the
CAP for accuracy before a contract award is made and may audit the Contractor's
CAP thereafter to determine whether the indirect cost rate is supported, whether
charges to the indirect cost are allowable, and whether the method of allocation is
acceptable (Le., based on total direct costs). If the indirect cost rate is determined
to be inaccurate, the indirect cost rate will be recalculated to reflect the Contractor's
supportable rate. In addition, previous payments made by the State in excesS of the
supported indirect cost rate will be withheld from future payments to the Contractor
or claimed during cost recovery in the close out audit. (Refer to Attachment 1-C,
Sample Indirect Cost Allocation Plan Instructions and CAP.)
5. Profit or_Service Fee: A one time maximum profit or service fee of up to 5 percent
(5%) of the cost of operating the program, exclusive of indirect costs, is allowed per
FY. (For Office of Substance Abuse Program contracts, this would include the in-
prison portion of the budget onlv.) Profit or Service fee costs will be added to the
other proposed costs and become part of the total bid. If a budget amendment
occurs due to an increase or decrease in fiscal year funding levels, the Contractor
shall adjust the budgeted profit or service fee costs accordingly. At no time shall the
profit or service fee percentage be greater than that of the original bid. Any
unallowable costs from an audit may result in a recalculation of profit or service fee
costs and recovery by CDCR of the difference.
Allowable Indirect Costs
The following costs are typically considered indirect. However, if these costs can be
easily allocated to a final cost objective, they may be identified on the line item budget
as a direct cost.
A. Accounting: The cost of establishing and maintaining accounting and other
information systems required for the management of contracted programs. This
includes costs incurred by central service agencies for these purposes.
B. Advertising: Advertising media includes newspapers, magazines, radio and
television programs, direct mail, trade papers and the like. Allowable advertising
costs are those, which are solely for:
. Recruitment of personnel required for the contracted program.
. Solicitation of bids for the procurement of required goods and services.
. Other purposes specifically provided for in the contract.
C. Audit Service: The cost of audits necessary for the administration and
management of functions related to contracted program.
D. Bonding: The cost of fidelity, surety and performance bond premiums.
E. Budgeting: Costs incurred for the development, preparation, presentation and
execution of budgets.
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F. Central Stores: The cost of maintaining and operating a central stores organization
for supplies and materials used either directly or indirectly for contracted programs.
G. Disbursing Service: The cost of disbursing contract program funds by the
Contractor's treasurer or other designated officer. Disbursing services cover the
processing of checks or warrants from necessary records of accountability and
reconciliation of such records with related cash accounts.
H. Electronic Data Processing: The cost of data processing services to contracted
program.
I. Employee Morale, Health and Welfare Costs: The cost of health or first aid clinics
and/or infirmaries, recreational facilities, employees' counseling services, employee
information publications and any related expenses incurred in accordance with
general State policy. Income generated from any of the.se activitieswilVbe offset
against expenses.
J. Legal Expenses (Contract Administration): The cost of legal expenses required
in the administration of contract programs. NOTE: Three (3) bids are not required
for legal services.
K. Management Studies: The cost of management studies to improve the
effectiveness and efficiency of management for ongoing programs subject to such
prior authorization as may be required by the State.
L. Meetings and Conferences: Costs when the primary purpose of the meeting is the
dissemination of technical information relating to the contract program and are
consistent with regular practices followed for the other activities of the Contractor.
M. Memberships, Subscriptions and Professional Activities: The cost of
membership in civic, business, technical and professional organizations provided
the: (a) benefit from the membership is related to the contract program; (b)
expenditure is for Contractor's membership; (c) cost of the membership is
reasonably related to the value of the services or benefits received; (d) expenditure
is not for the membership in an organization which devotes a substantial part of its
activities to influencing legislation; and (e) single membership cost does not exceed
$100.00.
N. Payroll Preparation: The cost of preparing payrolls and maintaining necessary
related wage records.
O. Permits: Licenses, permits and local government use fees are allowable.
P. Personnel Administration: Costs for the recruitment, examination, certification,
classification, training, establishment of pay standards and related activities for
contract programs.
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Q. Printing and Reproduction: Costs for printing and reproduction services
necessary for program administration. including, but not limited to: forms,reports,
manuals, information literature and such services which are in support of COCR's
contracted program.
R. Procurement Service: The cost of procurement services including solicitation of
bids, preparation and award of contracts and all phases of contract administration in
providing goods and services for contract programs.
S. Taxes: In general, taxes or payment in lieu of taxes which the Contractor is legally
required to pay are allowable. In lieu taxes only relate to contracts with other
governmental entities and then only if the governmental entity can show
documentation (law or resolution) legally entitling the collection of in lieu tax. In lieu
taxes do not apply to private profit and nonprofit organizations. Payment of any type
of income tax (federal, State or local) is not allowable.
T. Transportation: Costs incurred for freight, cartage, express, postage and other
transportation costs relating either to goods purchased, delivered or moved from
one location to another. When such allowable transportation costs occur in moving
items from one of the Contractor's COCR contracted facilities to another, the cost
shall be charged against the receiving facility's contract.
U. Central Management Staff: Costs associated for central management staff that
are necessary andlor related to their management or corporation.
Unallowable Costs
The following are unallowable costs that cannot be considered in the Budget Proposal:
A. Bad Debts - Any losses arising from uncollectable accounts and related costs.
B. Contributions, Donations and Fundraisers Contributions, Donations, and
fund raisers, including any interest earned from fundraising, are allowable in
nonprofit programs however, they are not allowable if they supplant program costs.
C. Entertainment - Costs of amusements, social activities and incidental such as
meals, beverages, lodgings, rentals, transportation and gratuities are not allowable,
unless such activity is specifically required as part of the project scope.
O. Fines and Penalties - Costs resulting from violations of or failure to comply with
Federal, State and local laws and regulations.
E. Capital Expenditures - The construction, remodel, renovation, alteration,
improvement or repair costs of privately-owned property which would enhance the
value of such property to the benefit of the owner unless requested by the State.
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
F. Legal Expenses (Claims Against the State) - The cost of legal expenses for the
prosecution of claims against the State.
G. Legislative Lobbying Costs - Costs associated with lobbying activities.
H. Bonus/Gift - Costs associated with bonuses and/or other gifts.
DISCLAIMER
The California Department of Corrections and Rehabilitation acknowledges that there may
be other allowable
and unallowable project costs which are not listed in the Line Item Budget Guide.
All associated project costs incurred and claimed are subject to a fiscal audit.
I Fiscal Audits
CDCR or any duly authorized representative shall have access and the right to
examine, audit, review, excerpt and transcribe any books, documents, papers or
records of the Contractor and/or sub-contractor which in the opinion of the State may
be related or pertinent to this agreement. Such material for each year of the contract
must be retained for a period of three years after the termination of the contract or until
an audit is completed by the State and all questions arising there from are resolved. An
exception to the three-year status is when a contract audit is in dispute or litigation. In
those instances, the time records are to be retained is extended.
Audits and reviews may be conducted at any time during the performance of the
contract or during the three years following the completion of the contracting period.
Actual costs incurred by the Contractor for expenses should be substantiated with
appropriate source documentation. It is the Contractors responsibility to ensure that all
expenditures claimed, including all subcontractor expenditures, are allowable costs
associated in performing the contracted services as specified in the UBG.
If expenditures are found to be unallowable, the Contractor's/subcontractors
reimbursements may be recalculated and adjusted accordingly. Noncompliance with
financial management guidelines set forth herein, may result in a disallowance of
reported costs. A misappropriation of funds shall result in a disallowance of costs.
If the Contractor/subcontractor received payments that are determined to be
unallowable, in addition to any other remedies the State may have, the State may
withhold payments from the Contractor to recover these costs. In addition to any other
remedies the State may have, the State reserves the option to collect any unallowable
costs from the Contractor in monthly installments.
If disallowed or questionable costs are found, a draft report will be issued to the
Contractor for review and comment. The Contractor will have 30 days to submit written
comments and/or supply additional source documentation to the State for consideration
in preparing the final report. The parties hereto mutually agree that the resolution of
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
any issues pertaining to audits shall be resolved pursuant to Section 22090.7 of
COCR's Operations Manual.
SAMPLE Project Budget Proposal
Attached is a SAMPLE Project Budget Proposal (SAMPLE - Attachment 1) which
displays some of the allowable costs for a cost reimbursement budget. The project
budget proposal displays five (5) separate budget categories (A, B, C, 0 and E) and
indicates the line items within the budget category as shown below. The COCR
Accounting Office will pay invoices based on monies available in the overall category
and not by line item amount.
A. Total Personnel Costs
Total Staff Salaries
Total Staff Benefits
B. Sub-Contractors/Consultants Costs
(identified by Bidder)
C. Total Operating Costs 11
Travel
Facility Lease/Rent
Maintenance/Repair
Communications
Utilities
Insurance
Supplies/Expendable Equipment
Non-Expendable Equipment (per Exhibit AA)
Household Supplies
Food Costs
Linen Services
Interest
Line Item Additions
D. Total Indirect Costs
E. Profit or Service Fee
11
C. Total Operating Costs
Any other associated operating cost applicable to the project
is an allowable cost and may be added to the
budget proposal as an additional expenditure
under Total Operating Costs budget category.
Refer to paragraph entitled "Actual and Allowable Costs",
Paragraph 3, Operating Costs,
subparagraph "n", Line Item Additions
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
I Establishing Monthly Salary Rates
A bidder may need to establish different monthly salary rates for personnel positions for
a multi-year contract to reflect salary increases for the second and third fiscal year (FY)
of the contract, as indicated below:
Monthly Salary Rates: $2510 (1st FY)
$2625 (2nd FY)
$2756 (3rd FY)
Considerations for a monthly salary increase should include:
Ii cost of living adjustments (COLAs)
tijI merit salary adjustments
Ii anniversary increase
Establishing a "Monthly Salary Range"
A bidder may establish a monthly salary range for:
Ii a single staff position
iIlI multiple staff positions (with the same position title)
By establishing a monthly salary range, this allows personnel to have varying monthly
salaries and the established rates shall be inclusive of any salary increases during a
fiscal year. For a multi-year contract, a bidder may also establish different monthly
salary ranges for each fiscal year. Establishing salary ranges will allow the Contractor
to make salary adjustments within the established ranqe during the contract term to
accommodate unexpected personnel changes. The range must be realistic and
conform to industry standards for each position.
The following displays a "Monthly Salary Range" by FY:
Simile Staff Position
Supervising Caseworker $3125 - $3280 (1st FY)
$3280 - $3445 (2nd FY)
$3445 - $3615 i3rd Fyi
Multiple Staff Positions
23 Caseworkers $2550 - $2675 (1st FY)
$2675 . $2800 (2nd FY)
$2800 - $2940 i3rd Fyi
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
Invoicing for a Position's Budgeted Monthly Salary
Monthly salary increases over 15% of the high range, must
have prior amendment approval before making commitment to
staff.
Position's Time Base (Project Time indicated by % or Hours)
The CDCR Program Manager may determine a position's time. base when developing a
project budget proposal requirements for a competitive bid or may allow a bidder to
indicate a position's time base. A position's time base is the project time (indicated by a
% or hours) associated in performing contracted services.
Project Time by a Percentage Range for Multiple Staff Positions: The percentage
of project time may be established by a bidder as a percentage range for multiple staff
positions (as shown below) and the percentage range would indicate that one or more
staff positions are providing services at a less than full-time basis:
8 Counselors: $2450-$2575 monthly salary @ 50%-100% = $219,150 budget amount
To compute the budgeted amount for the 8 Counselors,
each position's monthly salary rate and time base vary for the FY:
1 @ $2450 @ 50% = $14,700
1 @ $2450 @ 75% = $22,050
2 @ $2450 @ 100% = $58,800
4 @ $2575 @ 100% = $123,600
A bidder would not need to display this application on the project budget
proposal. However for invoicing purposes, the monthly salary paid to
each staff person cannot be more than the established
monthly salary rates and time base.
Project Time by Hours: A bidder may indicate a position's project time base by the
"number of hours" dedicated to the project during a fiscal year, however, this application
would require the position's salary to be indicated as a "hourly salary rate" in order to
compute the position's budgeted amount, as shown below:
Supervising Counselor: $18.50 hourly rate @ 2016 total hours = $37,296
For multiple staff positions, the hourly rate may also be established as an hourly
range, for example, 8 Counselors @ $15.50 - $17.25 hourly rate @ 11,400 total hours
= budget amount (budget amount is based on each position's hourly rate and the
number of hours projected for the project).
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Invoicing for a Position's Budgeted Hourly Rate
Hourly rate increases over 15% of the high range, must have prior
amendment approval before making commitment to staff.
Personnel Positions
COCR Program Manager determines the "key staff" positions for a project budget
proposal. Personnel positions identified in the project budget proposal are direct costs
associated in performing the services required in the scope of the project.
A bidder may identify other staff positions necessary to
fulfill the requirements of the contract.
Temporary Help and Overtime Displayed: A bidder may include separate position
lines for temporary help and overtime as displayed below and also on the SAMPLE
Project Budget Proposal (refer to Attachment 1).
Please note that the budgeted salary and project time base may be indicated as
"various" since these are unknown factors during the development of a project budget
proposal. Overtime may reflect any of the personnel positions listed.
%of
A. PERSONNEL No. of Monthly Project No. of
Positions Salary Time Months
Overtime N/A Various Various N/A
Temoorarv HelD N/A Various Various N/A
Costs Displayed for Budget Categories and Line Items
. Budget category budgeted amounts must be displayed in "dollars".
. Monthly salary rates must be displayed in "dollars".
. Hourly rates may be displayed in dollars and cents. If hourly rates are displayed,
the project time base must indicate the total "number of hours" (not indicated by
percentage of time) for the fiscal year for calculation purposes. Example: Position
@ $25.75 hourly @ 1920 hours = $49,440 budget amount.
. Non-expendable equipment items must be listed and the method of charge
identified as indicated on the SAMPLE Project Budget Proposal (Attachment 1,
Exhibit AA).
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
Guidance to Contractors
Budget Amendment Guidelines
Budget Transfer Requests
The following pages provide guidance to Contractors in the areas of:
. definition of an amendment
. when a formal amendment is required
. budget transfer request process
. use of salary savings
. duties performed for a vacant position
. salary rate increases
. budgeted positions
. new budget line items
. monthly invoice for contract expenditures
. Two Amended Project Budgets for FY 02/03
Refer to SAMPLES: Attachment 1-A (first budget amendment)
Attachment 1-B (second budget amendment)
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IAmendment Defined
An amendment is a formal modification to an executed contract.
e I Amendment Required
An amendment is required for any ~ of the following changes to an executed
contract:
. change in the scope of work;
. change in contract term;
. increase or decrease in total funding for anyone fiscal year;
. Salary increases over 15% of the budgeted high salary range;
. Increase in the total Personnel category greater than 15%;
. addition of new budgeted positions that have a significant impact on contracted
services or contract deliverables and require duties and/or qualifications to be
identified in the scope of the project;
. change in budgeted positions duties or qualifications (if duties are, or should be,
identified in the scope of the project).
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I Budget Transfer Requests
A Budget Transfer Request (BTR) is an informal document used by the Contractor to
indicate budget transfer costs of existinq project funds without the need to process a
formal amendment. The BTR is only used when there is no increase in the funding
level or no change in the scope of the project. The BTR enables the Contractor to
adjust the line item budget to reflect actual expenditures. The Line Item Budget Guide
includes a copy of the BTR form and instructions for completing the form (Attachment
1-0, 3 pages). Additional copies may be requested from the COCR Program Manager.
The following identifies the types of budget transfers that are allowable under the BTR
process. If necessary, allowable transfers may be accomplished by transferring funds
across the established categories. Transfers either within or across categories, and up
to 15% of original bid per fiscal year, will be allowed each fiscal year without submitting
an immediate BTR. For audit purposes, the Contractor shall maintain documentation.
Each fiscal year, at the end of each quarter, the Contractor will reconcile their budgets
with COCR. The 15% is cumulative for each fiscal year budget. All transfers, which
exceed 15%, excluding personnel, must be documented on the BTR form and must be
approved by the COCR Section Chief of the Program. The COCR Accounting Office
will pay invoices based on monies available in the overall category and not by line item
amount.
Transfers moving funds into the Indirect Cost category require a revised CAP showing
the increased indirect cost rate. At no time shall funds be transferred into the Profit or
Service Fee category if it exceeds the fee percentage established at bid time.
THE FOLLOWING ACTIONS REQUIRE AN IMMEDIATE BTR AND PRIOR
APPROVAL FROM COCR'S SECTION CHIEF OF THE PROGRAM:
. adjusting budgeted costs across the established budget categories greater than
15% of original total for that category. (e.g., operating costs;
subcontractor/consultant costs, etc., but excluding Personnel category).
. addition of new line item(s) in anyone of the budget categories.
. benefit increases for the following documented circumstances onlv: 1) increase in
employee health care or workers' compensation costs; 2) increase in social security
or unemployment insurance costs; or 3) increase in employee payroll taxes.
Documentation showing proof of increased costs must be provided (Le., tax
documents, invoices, etc.);
. addition of new budgeted positions that do not have a significant impact on
contracted services or contract deliverables and do not require duties and/or
qualifications to be identified in the scope of the project;
. increase in a budgeted position's time base (e.g., from 50% to 75%, etc.).
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Prior written approval for any type of transfer or change not identified above must be
requested from the Deputy Director or Assistant Director of the Program. If the request
is approved, the Contractor will be given notification to process a BTR or amendment
for the requested transfer or change.
I BTR Approval Process
Cost Reimbursement Budgets: The Contractor shall submit a BTR, once each
quarter to reconcile any movement of funds, which did not require the submittal of an
immediate BTR. Within 15 business days after the end of each quarter, the Contractor
will submit their quarterly BTR to the Program Manager, reflecting budget transfer costs
of existinQ proiect funds, provide justification and supporting documentation (if
applicable) for each budget transfer, and submit a revised budget for the affected fiscal
years. The justification/documentation memorandum must accompany the BTR and be
signed by the Contractor's Director. All BTRs are subject to approval by the Section
Chief of the program administering the contract. If no movement of funds occurred
during any quarter, the Contractor will indicate this on their last monthly invoice
for that quarter.
Office of Business Services (OBS) and COCR's Accounting Office Process:
COCR Program Managers must submit a copy of all approved BTRs, along with a
revised budget, to the COCR Accounting Office and OBS. OBS will review all BTRs
and revised budgets to ensure that they are in accordance with the guidelines. Any
BTR approved that is determined inappropriate will be noted and directed to the Fiscal
and Business Management Audits Unit (FBMAU) for audit exceptions. For any BTRs
approved that should have been processed as a formal amendment, OBS will notify the
COCR Accounting Office to stop payment until an amendment has been processed and
approved. OBS will notify the COCR Program Manager of any BTR that has been
forwarded to the FBMAU or when Accounting has been notified to stop payment. The
Accounting Office will not pay invoices exceeding the budgeted category amounts until
an approved BTR and revised budget have been received from the CDCR Program
Manager. The Accounting Office will only pay invoices for categories that are reflected
in the current approved line item budget that have sufficient funds. All BTRs and
revised budgets will be maintained in the contract file.
BTRs are effective for the entire fiscal year of request. BTRs for the last quarter of any
given fiscal year, or upon term end of contract, must be received by CDCR's
Accounting Office and OBS (after program review and approval) no later than 90 days
after the fiscal year end. BTRs received after 90 days of the fiscal year end must be
accompanied by a late justification memorandum approved by the Deputy Director or
Assistant Director of the Program.
I Use of Salary Savings
Salary savings may be transferred from the personnel costs budget category or be
utilized within personnel costs.
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
BUDGET DETAIL AND PAYMENT PROVISIONS
Agreement No. C06.436
Exhibit B
responsible to the State for the acts and omissions of its subcontractors and of persons
either directly or indirectly employed by any of them as it is for the acts and omissions of
persons directly employed by the Contractor. The Contractor's obligation to pay its
subcontractors is an independent obligation from the State's obligation to make
payments to the Contractor. As a result, the State shall have no obligation to payor to
enforce the payment of any moneys to any subcontractor.
Payment to Subcontractors
If the contractor should fail to reimburse the subcontractors upon payments
compensated by the State which are consistent with the Line Item Budget Guide (L1BG)
and specifications established under this Agreement and for the purpose of insuring the
integrity and continuity of the program, CDCR reserves the right to assume any of the
right or obligations granted the contractor hereunder for a period not to exceed sixty (60)
days. In addition, notwithstanding any other provision to the contrary contained herein,
CDCR also reserves the right to receive invoices directly from, and make payment
directly to the subcontractor during the sixty (60) days in which CDCR has assumed the
contractor's duties.
5. Advance Payment
Advance Payment for Public Entities
Pursuant to Government Code Section 6504, the Contractor may request an advance
payment for the fiscal year(s) covered by this agreement, which shall not exceed twenty-
five percent (25%) of the annual project budget for each fiscal year (FY). In order to
receive such payment, the Contractor is required to sign and return the
"Acknowledgment of Advance Payment Provisions" before an advance payment warrant
is issued.
The State shall recover one-twelfth (1/12) of the advance payment each month by the
reduction of monthly invoices submitted for payment by the Contractor in accordance
with the project budget amount for each FY. Invoices submitted for payment by the
Contractor, in accordance with the budget proposal, will be reduced by the monthly
installment amount. In the event that submitted invoices are less than the monthly
installment, the remaining balance will be deducted from subsequent invoices.
In the event the Agreement is canceled by either party, the Contractor agrees to repay
the balance of any outstanding payments due the State for advance payments within
thirty (30) days after the Agreement is canceled.
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EXHIBIT B-1
LINE ITEM BUDGET GUIDE
For Cost Reimbursement Budgets
Developed for:
Bidders
and
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Contractors
OCTOBER 20, 2006
Prepared by:
California Department of Corrections and
Rehabilitation
Office of Business Services
Service Contracts Section
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
Introduction (Responsibilities of Bidders, Contractors, Program/Contract Managers and Definitions).............. 1
Actual and Allowable Costs .....................................................................................................2
Personnel Costs (Staff Salaries and Staff Benefits)........................................................... 2
Sub-Contractors/Consultant Costs.................................................................................... 4
Operating Costs................................................................................................................. 4
Travel........................................................................................................................... 5
Facility Lease/Rent and Facility Owned ....................................................................... 5
Maintenance/Repair..................................................................................................... 5
Communications.......................................................................................................... 5
Utilities.........................................................................................................................5
Insurance..................................................................................................................... 5
Supplies/Expendable Equipment ................................................................................. 5
Non-Expendable Equipment ........................................................................................ 6
Training and Education................................................................................................ 7
Food Costs .... ... ....... .......... ...... ... ...... ...... ........ .............. ...... .... ............ ......... ...... .... ...... 7
Household Supplies..................................................................................................... 7
Program Supplies........................................................................................................ 7
Linen Services............................................................................................................. 7
Interest........................ ..................... ........................ ........................... ...... 7
Line Item Additions. ............... ....... ....... .......... ........ ... .......... ........ ....... ........ ....... ....... .... 7
Indirect Costs (Cost Allocation Plan).................................................................................. 7
ProfiUService Fee.............................................................................................................. 8
Allowable Indirect Costs .................................................................................................... 8
Unallowable Costs.... ................... ................. ............ ...... .................... ............................. 10
Fiscal Audits... ...................................... ............ ........ ............ .......... .......... ............................. 11
SAMPLE Project Budget Proposal (Budget Categories and Line Items Displayed) ...............12
Establishing Monthly Salary Rates ........................................................................................ 13
Establishing a Monthly Salary Range ....................................................................................13
Position's Time Base (Project Time indicated by % or Hours) ...............................................14
Personnel Positions............................................................................................................... 15
Costs Dis la ed for Bud et Cate ories and Line Items......................................................... 15
. \.'.~4idaiu:;iit(iC()ntractoi1>'... .'
Amendment Defined.............................................................................................................. 16
Amendment Required........................................................................................................... 16
Budget Transfer Requests .................................................................................................... 17
BTR Approval Process .......................................................................................................... 18
Use of Salary Savings ...........................................................................................................18
Duties Performed for a Vacant Position................................................................................. 19
Salary Rate Increases ........................................................................................................... 19
Budgeted Positions............................................................................................................... 20
New Budget Line Items .........................................................................................................20
Monthl Invoices.................................................................................................................... 20
~ilrl)pf~f)roject.Budgetsand.. F~nns
Attachment 1: SAMPLE Project Budget Proposal for FY 07/08
Exhibit AA (Sample): Non-Expendable Equipment
Attachment 1-A: SAMPLE Amended Project Budget for FY 02/03 (Amendment 1)
Attachment 1-B: SAMPLE Amended Project Budget for FY 02/03 (Amendment 2)
Attachment 1-C (4 pages): Indirect Cost Allocation Plan Instructions/Sample
Attachment 1-0 (3 pages): Budget Transfer Request Instructions and Sample
Budget Transfer Request Form
Monthly Invoice for Cost Reimbursement Budget
LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
e I Introduction
The Line Item Budget Guide for Cost Reimbursement Budgets (L1BG) was written to
assist Bidders and Contractors in the following respective areas of responsibility for a
cost reimbursement budget:
Bidders are responsible for:
. indicating the actual and allowable costs associated in performing contracted
services for a cost reimbursement budget (for each fiscal year if applicable) for
competitive bidding purposes.
Contractors are responsible for:
. ensuring that all expenditures claimed (including all subcontractor expenditures) are
allowable costs as specified in this L1BG;
. ensuring all costs are associated in performing contracted services for auditing
purposes and program review;
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. ensuring that all subcontractors performing services have a written agreement
stating the contracted services shall be performed in accordance with all contractual
responsibilities of the prime contractor;
. ensuring that budget transfer costs can be supported (justified) to reflect actual
expenses; and
. ensuring that a budget amendment can be supported (justified) for actual expenses
associated in performing contracted services.
Program and Contract Managers are responsible for:
. ensuring that budget transfers/amendments are in accordance with Line Item
Budget Guide policies; and
. ensuring that budget transfers/amendments do not compromise the competitive
bidding process (I.e., changes would not have affected the original award of the
contract).
Definitions:
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CDCR ProQram ManaQer - CDCR staff person who is responsible for administering the
program aspects of the contract. The CDCR Program Manager is the primary contact
person.
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
COCR Section Chief of the Proqram - COCR staff person who has overall responsibility
of a Program within COCR and oversees the responsibilities of the COCR Program
Ma~ge~ .
IActual and Allowable Costs
Actual costs incurred by the Contractor, which are allowable costs shall be
substantiated with appropriate source documentation and applicable receipts, such as
invoices and receipts for any cost contained in the budget proposal. Receipts and other
SLpport documentation need not be submitted with the monthly invoices for contract
expenditures, with the exception of travel expenses and subcontractor/consultant costs.
However, the Contractor must retain files in the Contractor's headquarters office based
in California or at the program service location where services are being provided. All
support documentation must be retained for actual expenses incurred for auditing
purposes and for program review, as required in the fiscal audit provision on page 11 of
this guide.
Allowable costs for a contract shall be limited to those expenditures which are: (1) in
conformance with the approved contract budget and have specific prior approval when
required; and (2) for goods and services necessary to the project's operation at the time
the costs are incurred. Any expenses not meeting these criteria may be disallowed.
Competitive Bid Consideration: Contractors shall ensure that all costs are considered
when developing a budget for a competitive bid process. The addition of any costs that
should have been considered at the time of bid will not be allowed under a budget
transfer process, even if the costs are defined as allowable, if the addition would reduce
the compliance with bid proposal requirements or would have negatively impacted the
scoring of the proposal.
For instance, changes to the requirements of the project in the Scope of Work, (Le., the
addition/removal of key personnel, or the addition/deletion of tasks or responsibilities)
which have precluded potential bidders from bidding, resulted in fewer/additional points
in the evaluation process, or resulted in a lower bid.
For this reason, careful competitive bid consideration will be made to determine
whether or not the consequences of an amendment or a budget transfer request have
compromised the integrity and fairness of the bidding process.
Listed below are allowable costs:
1. Personnel Costs
a. Staff Salaries - Personnel salary and wage costs (salary equals compensation
for staff who are paid based on a fixed rate for a given amount of time [Le.,
weekly, monthly, etc.]; and wage equals compensation for personnel who are
paid based on an hourly rate should be commensurate with the level of
responsibility and experience necessary to perform contracted project
obligations.
Salaries of personnel who are providing services for more than one contract
must be charged to each contract on a proportional basis and are only allowable
for the time the employee is assigned to this contract.
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
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Salaries must be adequately documented by time sheets signed by the
employee and the immediate supervisor, payroll register, payroll warrant,
employee personnel file and general ledger accounts. All reported salary costs
shall be based on actual expenditures. The time sheets must show on a daily
basis how much time each employee spent on each program and salaries must
be prorated accordingly. Salaries are only allowable for the time the employee is
assigned to the contracted project.
Bidders shall take into consideration cost of living, merit or anniversary increases
when budgeting each position's monthly or hourly rates for each fiscal year of the
contract. It is recommended that bidders establish a salary range (e.g., $2,450 -
$2,800). The range must be realistic and conform to industry standards for each
position. If salary increases are to be granted, they must be included in the
budget when submitting a bid for a single or multiple year contract. Salary
increases not included in the budget at the time of bid will not be allowed at any
time during the performance of the contract unless:
. the COCR Program Manager increases contract responsibilities which in turn
results in increased responsibilities of the established budgeted positions; or
. the Contractor increases the responsibilities of a budgeted position; or
. the project is legislatively approved for cost of living adjustments; or
. Contractor experiences documented recruitment or retention problems.
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Refer to the Salary Rate Increases section of these guidelines.
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b. Staff Benefits - Actual costs for staff benefits will be provided based on a
percentage of total staff salaries. A COCR audit will be performed on actual
costs. The COCR has determined a percentage for staff benefits of 28% for
industrial non-represented employees, however, this percentage is strictly a
guide to follow; there is no established limit.
It is recommended that bidders establish a benefits percentage range in which
they will not exceed during any given fiscal year. For example: if workers
compensation is paid quarterly, the percentage for staff benefits would fluctuate
on a monthly basis; therefore, the bidder should establish a percentage range to
ensure their benefits do not exceed this each fiscal year.
Staff benefits may include: regular compensation paid to employees for
vacation, sick leave, jury duty, military training, and employer contributions for
payroll taxes, employee health and unemployment insurance, social security,
workers compensation, and a retirement plan.
The Contractor is responsible for maintaining in reserve a portion of the
percentage determined for staff benefits to allow for leave accrual pay-off at the
end of the contract/employment. Vacation leave accrual pay-off shall not exceed
two (2) weeks per year per staff person. Contractor shall maintain
documentation to support leave earnings, usage and balances. (COCR will not
be liable for payment of accrued vacation time off at contract/employment
termination in excess of the amount maintained in reserve.
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
The Contractor shall deposit reserve funds in an interest bearing account insured
by a government agency. Interest earnings are the property of the State and
may not be used for any purpose. Such interest earnings must be reported and
the interest remitted to the State by the Contractor by July 30th following each
preceding fiscal year. In the event the contract ends before the close of the
fiscal year, payment must be received by the last business day of the month
immediately succeeding the end of the contract. The Contractor will remit any
interest income to the CDCR's Chief Accounting Officer for placement in the
General Fund.
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2. Sub-Contractor/Consultant Costs - A sub-contractor or consultant is defined as an
individual or a firm, which the Contractor contracts with for professional service. For
the definition of an employee or a contract worker, refer to the Internal Revenue
Service Publication 15A. If the Contractor intends to use a sub-contractor(s) and/or
consultant(s), the need must be documented, including an estimated total dollar
amount, when the bid proposal is submitted to CDCR.
During the term of the contract, if there are any subcontracting activities other than
those listed on the bid, the Contractor shall attempt to obtain at least three written
bids for sub-contracts of $5,000 or more. (Documentation shall include
advertisements, bids received, etc., and shall be kept with the Contractor and
available upon request or for audit purposes). Contractors shall ensure at least three
informal bids are obtained for sub-contracts less than $5,000. An informal bid can
be a documented verbal quote. If three informal bids are unattainable, the
Contractor shall document why they were unattainable. All subcontracts shall be
awarded to the lowest bidder, unless the Contractor obtains prior written approval
from the CDCR Section Chief of the Program to award based on specific evaluation
criteria. If specific evaluation criteria is utilized, a minimum of 30 percent of the
points shall be allocated to cost. Subcontracts of $15,000 or more shall be awarded
to the lowest responsible bidder or under an approved evaluation criteria making all
efforts to comply with the DVBE participation program. Adequate justification must
be submitted to the CDCR Section Chief of the Program if the Contractor selects a
consultant/subcontractor based on sole source or specific evaluation criteria. If
during an audit it is discovered that the Contractor did not attempt to obtain three
written bids or prior CDCR approval for sole source or specific evaluation criteria
was not received, consultant/subcontractor fees will be disallowed.
3. Operating Costs - Allowable operating costs are defined as necessary program
expenditures, which are based on actual costs substantiated by source
documentation. Operating costs can include expendable equipment costs but are
exclusive of personal service costs, sub-contractor/consultant service costs and
indirect costs. For auditing purposes, the Contractor shall retain source
documentation for these expenses such as purchase orders, requisitions, bills of
lading, stock received reports, invoices and issued warrants. Only documented
direct costs needed to provide services for this contract are allowable and should
not be based on the overall organizational expenses. Operating costs can include
the following:
a. Travel: Only those costs for travel directly related to the project can be included
in the budget. All travel costs and requirements shall be in accordance with the
Department of Personnel Administration Rules for Excluded Employees,
Sections 599.615.1 - 599.638.1 (incorporated by reference). Travel of non-
contract staff: Persons who are not included as part of the contract (Le.,
corporate officers, Board of Directors, etc.), but are required to travel for
Page 4 of 20
LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
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business strictly related to the project, may be reimbursed for travel costs as a
direct expense from the travel line item. However, if the purpose of the travel is
. for the combined purpose of several contracts or corporate business, travel costs
will be considered as an indirect cost. Travel costs must be supported by travel
expense vouchers, which clearly indicate the purpose, location (to and from
destinations), dates, time of travel, rates claimed, mileage and any applicable
receipts. Supporting documentation for travel costs claimed must be submitted
with the monthly invoices, and be retained for audit purposes in the Contractor's
headquarters or at the program service location where services are being
provided. Contractors shall use the State's Travel Expense Claim (STD Form
262) to expedite processing of invoices.
b. Facility Lease/Rent: Reasonable rent or lease costs applicable to the occupied
space(s) for the project may be charged in the budget proposal. Space costs
cannot exceed comparable rental space(s) for the surrounding area. If the
Contractor occupies space(s), which will only be partially used for this project,
the allowable space costs must be based on the percentage of space used for
the project.
Facility Owned: If the Contractor owns the facility, they may be compensated
for the use of buildings through depreciation and current interest expense related
to the purchase of the facility. The computation of depreciation will be based on
total facility acquisition cost, less land cost. Adequate property records must be
maintained and a straight-line method of computing depreciation must be used,
in accordance with the Internal Revenue Code. The method of computing
depreciation must be consistently applied.
If a Contractor-owned facility is fully amortized and fully depreciated, a rental fee
equal to Fair Market Value is allowable.
c. Maintenance/Repair: Allowable maintenance and repair costs are those that
are necessary for the upkeep of the facility and non-expendable equipment.
d. Communications: These costs can include, but are not limited to, telephone,
messenger services, cellular telephones, pagers, postage costs, internet
services, and printing for job postings.
e. Utilities: These costs can include, but are not limited to, gas, electricity, water
and trash collection.
f. Insurance: Reimbursement for required insurance will be based on actual costs
incurred. State reimbursement in this area is contingent upon receipt of an
actual invoice from the insurance carrier detailing that the costs are specifically
for this contract. Additional costs beyond these required levels will be incurred
by the Contractor.
g. Supplies/Expendable Equipment: Supplies are defined as expendable items
which change with use and are limited to supplies necessary to meet the
project's scope of work. The cost of items purchased should be comparable to
the prevailing price for similar items in the surrounding areas. Title to any
expendable supplies and/or equipment purchased or built with State funds as
part of the agreement will vest in the State. Expendable equipment is defined as
having a unit aCQuisition cost of less than $5,000 Der unit. The Contractor must
retain a listing of expendable equipment purchases that are considered "thett-
sensitive" items, such as cameras, calculators, two-way radios, computer
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
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printers, etc., for audit purposes. Upon termination of the agreement,
Contractors are required to leave all expendable equipment and/or unused
supplies for use by subsequent contractors or for the State to dispose of
according to its needs. The State may:
. Request such equipment and/or supplies be returned to the State, with costs
incurred by the Contractor for such return being reimbursed by the State.
. Authorize the continued use of such equipment and/or supplies for work to be
performed under a different agreement or contract.
h. Non-Expendable Equipment: Non-expendable equipment shall be identified as
movable articles which have all of the following characteristics:
./ Have a normal useful life of at least one year.
./ Have a unit acquisition cost of at least $5,000.
./ Be used to conduct State business.
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. Purchase: The COCR will not provide fundin!:! to purchase non-
expendable equipment for COCR contracts.
. Rent/Lease: Contractors will be allowed to rent/lease equipment to be
used in the performance of the contract.
. Depreciation Method: Contractors will be allowed to be compensated for
the use of non-expendable equipment through depreciation. The
computation of depreciation shall be based on the acquisition cost and the
useful life of the non-expendable equipment.
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The period of useful life established for each class of non-expendable
equipment must take into consideration such factors as type of non-
expendable equipment, nature of the non-expendable equipment used,
historical and usage patterns (refer to the Internal Revenue Service
Publication 946). In the absence of clear evidence indicating that the
expected consumption of the non-expendable equipment will be significantly
greater in the early portions than in the later portions of its useful life, the
straight line method of depreciation shall be used. If straight line method is
not used, support justification indicating the depreciation method used must
be submitted with the bidder's Budget Proposal.
If the acquisition of non-expendable equipment is proposed, the bidder shall:
. list all proposed non-expendable equipment items on the "Non-Expendable
Equipment" form (Exhibit AA);
. indicate the method of charge (rent/lease or depreciation); and
. include Exhibit AA with the bidder's Budget Proposal.
The COCR reserves the right to disallow any type of non-expendable equipment
not deemed to be needed or applicable to the project. The cost for any
disallowed non-expendable equipment will be deducted from the bidder's Budget
Proposal.
Page 6 of 20
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LINE ITEM BUDGET GUIDE for Cost Reimbursement Budgets
i. Training and Education: The cost of customarily-provided training for
employee development which directly or indirectly benefits contract programs.
J. Food Costs: Food products used in the preparation of meals (does not include
non-food products, e.g., eating utensils, pots, pans, cleaning detergents, etc.)
Whenever feasible, CDCR recommends purchasing food items in bulk at
wholesale prices. If Contractor is required to maintain a stock of food items, an
inventory control system must be established to ensure appropriate use of items.
k. Household Supplies: Household supplies are those items necessary for the
operation of the program and include, but are not limited to: linens, kitchen
utensils, hygiene items, and cleaning supplies.
I. Program Supplies: Program supplies include items which directly benefit the
participants of the program. Program supplies include, but are not limited to:
newspapers, brochures, magazines, books and other related publications.
m. Linen Services: Linen services consist of outside services obtained to provide
clean linen for use in the program (common for residential facilities contracts).
n. Interest: The Contractor may use allocated funds for interest in such cases
where as the State's annual budget is delayed and payments cannot be made to
the Contractor, resulting in the inability for continued services unless the
Contractor borrows funds. Any other situation for interest payments will be
handled on a case-by-case basis and must be approved by the Assistant
Director or Deputy Director of the Program.
o. Line Item Additions: These are blank areas on the Budget Proposal in which
the Contractor has identified additional expense areas that CDCR concurs are
necessary to provide contracted services.
4. Indirect Costs: Indirect costs are those costs incurred for a common or joint
purpose benefiting more than one objective. The term "indirect costs" as used
herein applies to costs incurred in the Contractor's administrative department, as
well as those incurred in other departments in carrying out the functions and the
objectives of the contract.
Indirect cost rates are based on annual direct expenses. An indirect cost rate
is only applied to a bidder's Budget Proposal if servicing more than one
program (e.g., bidder is presently providing a program service to another
State agency, local entity or organization).
Bidder's that have established indirect cost rates with the Federal Government, may
use their approved Federal CAP for State purposes. However, the State may
disallow items that are allowable under their Federal plan (see below section on
Allowable Indirect Costs).
Accounting records shall include documentation of all costs supporting the expenses
used to compute the indirect cost rate. Contractors may adjust the indirect cost rate
annually during the term of the contract. However, if the adjustment results in an
increase over the original indirect cost rate, a revised CAP must be submitted to the
CDCR Program Manager and approved by the Fiscal Business Management Audits
Unit (FBMAU) prior to receiving the higher rate. It is the responsibility of the CDCR
Program Manager to forward a copy of any revised CAP to FBMAU. (Refer to
Attachment 1-C, Sample Indirect Cost Allocation Plan Instructions and CAP).
Page 7 of 20
STATE OF CALIFORNIA - DEPARTMENT OF CORRECTIONS AND REHABILITATION
ARNOLD SCHWARZENEGGER. GOVERNOR
.
DIVISION OF SUPPORT SERVICES
OFFICE OF BUSINESS SERVICES
1515 S street. Sacramento, CA 95814
. PO. Box 942883
e Sagramento, CA 94283-0001
February 2, 2007
City of San Bernardino
Attn: Kurt Wilson
300 North D Street
San Bernardino, CA 92418
Dear Mr. Wilson:
AGREEMENT NUMBER: C06436
SERVICE: INTERGOVERNMENTAL PARTNERSHIP GRANT PROGRAM
Enclosed are four (4) original Standard Agreements (STD213) for the above-referenced
Agreement. Please have all STD 213 dated and signed with an original signature by an
authorized representative. All documentation must be returned to the California Department of
Corrections and Rehabilitation (CDCR), Office of Business Services (OBS), at the address on
this letterhead. Please use the address below for overnight or hand delivery:
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California Department of Corrections and Rehabilitation
Office of Business Services
Attention: Joyce Stevens
1515 S Street, Room 410S
Sacramento, CA 95814
Copies of the following document(s) are necessary for approval of this Agreement.
. Current Certificate of Self Insurance
This Agreement is not valid unless and until approved by the Department of General Services,
or, under its authority, the CDCR. The State has no legal obligation unless and until the
Agreement is approved. When this Agreement is fully approved, an original will be forwarded to
you.
If you have any questions or need assistance, do not hesitate to contact me at (916) 324-0024.
Sincerely,
wens, Contracts Analyst
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Enclosure(s)
STATE OF CALIFORNIA
. STANDARD AGREEMENT
STO 213 (Rev 06/03)
AGREEMENT NUMBER
C06.436
.
REGISTRATION NUMBER
1. This Agreement is entered into between the State Agency and the Contractor named below:
STATEAGENCYSNAME
California Department of Corrections and Rehabilitation (CDCR)
CONTRACTOR'S NAME
City of San Bernardino
2. The term of this February 1, 2007
Agreement is:
3. The maximum amount $100,000
of this Agreement is: One Hundred Thousand Dollars
4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a
part of the Agreement. The Provider agrees to provide Intergovernmental Partnership Grant Program (IGP) for
CDCR.
through
June 30, 2007
Exhibit A - Scope of Work - Intergovernmental Partnership Grant Program
Exhibit B - Budget Detail and Payment Provisions
Exhibit B-1 - Line Item Budget Guide
Exhibit B-2 - Budget Proposal
Exhibit C* - General Terms and Conditions
Exhibit D - Special Terms and Conditions for Public Entity Agreements
Exhibit E - Additional Provisions for Public Entity Agreements
5 pages
2 pages
37 pages
2 pages
GTC 306
1 0 pages
4 pages
.a Items shown with an Asterisk (*), are hereby incolporated by reference and made part of this agreement as if attached hereto.
. These documents can be viewed at www.ols.dgs.ca.govlStandard+Language
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
CONTRACTOR
California Department of General
Services Use Only
CONTRACTOR'S NAME (if other than an individual, state whether a corporation. partnership, ete.)
City of San Bernardino
BY (Authorized Signature)
DATE SIGNEO(D(J nO/type)
25
PRINTED NAME AND TITLE OF PERSON SIGNING
Kurt Wilson
ADDRESS
300 North D Street, San Bernardino, CA. 92418, 909-384-5133
STATE OF CALIFORNIA
AGENCY NAME
California Department of Corrections and Rehabilitation
BY (Authorized Signature) DATE SIGNED(Do not type)
PRINTED NAME AND TITLE OF PERSON SIGNING
Karen V. Smith, Deputy Director (A), Office of Business Services
ADDRESS
o Exempt per:
PO Box 942883, Sacramento, CA 94283-0001
STATE OF CALIFORNIA
STANDARD AGREEMENT
STD 213 (Rev 06103)
AGREEMENT NUMBER
C06.436
.
REGISTRATION NUMBER
1. This Agreement is entered into between the State Agency and the Contractor named below:
STATE AGENCY'S NAME
California Department of Corrections and Rehabilitation (CDCR)
CONTRACTOR'S NAME
City of San Bernardino
2. The term of this February 1, 2007
Agreement is:
3. The maximum amount $100,000
of this Agreement is: One Hundred Thousand Dollars
4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a
part of the Agreement. The Provider agrees to provide Intergovernmental Partnership Grant Program (IGP) for
COCR.
through
June 30, 2007
Exhibit A - Scope of Work - Intergovernmental Partnership Grant Program
Exhibit B - Budget Detail and Payment Provisions
Exhibit B-1 - Line Item Budget Guide
Exhibit B-2 - Budget Proposal
Exhibit C' - General Terms and Conditions
Exhibit 0 - Special Terms and Conditions for Public Entity Agreements
Exhibit E - Additional Provisions for Public Entity Agreements
5 pages
2 pages
37 pages
2 pages
GTC 306
10 pages
4 pages
altems shown with an Asterisk ("). are hereby incorporated by reference and made pari of this agreement as if attached hereto.
. These documents can be viewed at www.o/s.dgs.ca.gov/StandarrJ+Language
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
CONTRACTOR California Department of General
Services Use Only
CONTRACTOR'S NAME (if other than an individual, $tate whether a corporation, partnership, etc.)
City of San Bernardino
BY (Authorized Signature) DATE SIGNED(DiJ lloJ I}pt:)
E{
PRINTED NAME AND TITLE OF PERSON SIGNING
Kurt Wilson
ADDRESS
300 North D Street, San Bernardino, CA. 92418, 909-384-5133
STATE OF CALIFORNIA
AGENCY NAME
California Department of Corrections and Rehabilitation
BY (Authorized Signature) DATE SIGNED(Do nO/IYpe)
~
PRINTED NAME AND TITLE OF PERSON SIGNING o Exempt per:
Karen V. Smith, Deputy Director (A), Office of Business Services
ADDRESS
PO Box 942883, Sacramento, CA 94283-0001
,
STATE OF CALIFORNIA
STANDARD AGREEMENT
w STD 213 (Rev 06/03)
AGREEMENT NUMBER
C06.436
.
REGISTRATION NUMBER
1. This Agreement is entered into between the State Agency and the Contractor named below:
STATE AGENCY'S NAME
California Department of Corrections and Rehabilitation (CDCR)
CONTRACTOR'S NAME
City of San Bernardino
2 The term of this February 1, 2007
Agreement is:
3, The maximum amount $100,000
of this Agreement is: One Hundred Thousand Dollars
4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a
part of the Agreement. The Provider agrees to provide Intergovernmental Partnership Grant Program (IGP) for
COCR.
through
June 30, 2007
Exhibit A - Scope of Work - Intergovernmental Partnership Grant Program
Exhibit B - Budget Detail and Payment Provisions
Exhibit B-1 - Line Item Budget Guide
Exhibit B-2 - Budget Proposal
Exhibit C' - General Terms and Conditions
Exhibit 0 - Special Terms and Conditions for Public Entity Agreements
Exhibit E - Additional Provisions for Public Entity Agreements
5 pages
2' pages
37 pages
2 pages
GTC 306
1 0 pages
4 pages
.. Items shown with an Asterisk rJ, are hereby incorporated by reference and made part of this agreement as if attached hereto.
. These documents can be viewed at www.ols.dgs.ca.govIStandard+Language
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
CONTRACTOR
California Depalfment of General
Services Use Only
CONTRACTOR'S NAME (if other than an individual, state whether a corporation. partnership, etc.)
City of San Bernardino
BY (Authorized Signature)
DATE SIGNEO(Do nfll type)
~
PRINTED NAME AND TITLE OF PERSON SIGNING
Kurt Wilson
ADDRESS
300 North D Street, San Bernardino, CA. 92418, 909-384-5133
STATE OF CALIFORNIA
AGENCY NAME
California Department of Corrections and Rehabilitation
BY (Authorized Signature) DATE SIGNED(Do not t)'/Je)
PRINTED NAME AND TITLE OF PERSON SIGNING
Karen V. Smith, Deputy Director (A), Office of Business Services
ADDRESS
D Exempt pee
PO Box 942883, Sacramento, CA 94283-0001
e
,
STATE OF CALIFORNIA
STANDARD AGREEMENT
STD 213 (Rev 06/03)
AGREEMENT NUMBER
C06.436
.
REGISTRATION NUMBER
1. This Agreement is entered into between the State Agency and the Contractor named below:
STATE AGENCY'S NAME
California Department of Corrections and Rehabilitation (CDCR)
CONTRACTOR'S NAME
City of San Bernardino
2. The term of this February 1, 2007
Agreement is:
3. The maximum amount $100,000
of this Agreement is: One Hundred Thousand Dollars
4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a
part of the Agreement. The Provider agrees to provide Intergovernmental Partnership Grant Program (IGP) for
CDCR.
through
June 30, 2007
Exhibit A - Scope of Work - Intergovernmental Partnership Grant Program
Exhibit B - Budget Detail and Payment Provisions
Exhibit B-1 - Line Item Budget Guide
Exhibit B-2 - Budget Proposal
Exhibit C' - General Terms and Conditions
Exhibit D - Special Terms and Conditions for Public Entity Agreements
Exhibit E - Additional Provisions for Public Entity Agreements
>$ pages
2 pages
37 pages
2 pages
GTC 306
10 pages
4 pages
a Items shown with an Asterisk ("), are hereby incorporated by reference and made part of this agreement as if attached hereto.
. These documents can be viewed at www.ols.dgs.ca.govlStandard+Language
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
CONTRACTOR
California Department of General
Services Use Only
CONTRACTOR'S NAME (if other than an individual, $tate whether a corporation, partnership, etc.)
City of San Bernardino
BY (Authorized Signature)
DATE SIGNEO(Dfl nOllype)
2S
PRINTED NAME AND TITLE OF PERSON SIGNING
Kurt Wilson
ADDRESS
300 North D Street, San Bernardino, CA. 92418, 909-384-5133
STATE OF CALIFORNIA
AGENCY NAME
California Department of Corrections and Rehabilitation
BY (Authorized Signature) DATE SIGNED(Do not type)
PRINTED NAME AND TITLE OF PERSON SIGNING
Karen V. Smith, Deputy Director (A), Office of Business Services
ADDRESS
o Exempt per:
PO Box 942883, Sacramento, CA 94283-0001
\
.
tit
tit
tit
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SCOPE OF WORK
Agreement No. C06.436
Exhibit A
COMMUNITY. NETWORK. FAMILY. INDIVIDUAL - SUCCESSFUL
PAROLEE INTEGRATION IN THE CITY OF SAN BERNARDINO
1. PROJECT DESCRIPTION
The City of San Bernardino agrees to initiate formal collaborations between local
stakeholder entities (including various governmental agencies, employers, and
community/faith based organizations) interested in improving the successful reentry of
parolees into the local community.
A. Proiect Goal
The City of San Bernardino agrees establish a strategy committee (The San
Bernardino City Reentry Collaboration [SBCRC]) to design a sustainable
collaborative program for comprehensive reentry services to adults paroled from
CDCR institutions and returning to the City of San Bernardino.
B. Proiect Obiectives
Bring together community-based and faith-based organizations, governmental
agencies, prominent academics, practitioners, employers, community leaders,
policy makers, advocates, local law enforcement, Paroles and former inmates
to explore options and formulate strategies for addressing the various
components of reentry including housing, public safety, civic participation,
employment, mentoring, transportation, literacy, socialization and addiction.
SpecifiC Project Objectives include:
1) Formation of a collaborative strategy committee to include representatives
from; faith-based organizations, governmental agencies, prominent
academics, practitioners, employers, community leaders, policy makers,
advocates, local law enforcement, Paroles and former inmates.
2) Identify and document local parolee service needs;
3) Utilize and build upon the best practices of "Value Based Initiative (VBI)"
and "Ready4Work Prisoner Reentry I nitiative" models and reentry efforts of
Idaho and Massachusetts;
4) Develop and adopt a work plan that addresses reentry strategies that
properly prepare the target population for active and positive citizenship
upon reentry to the community;
5) Utilize the grant writing resources within the SBCRC to pursue fund
development activities to address gaps in services and funding; and
6) Development of processes for evidence based program assessment and
improvement.
,
Page 1 of 5
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (COCR)
SCOPE OF WORK
Agreement No. C06.436
Exhibit A
C. Expected Outcomes
1) Creation of a formal and ongoing collaboration between nonprofit organizations,
employers, governmental entities, law enforcement and paroles that provide
services to the eligible population (i.e. adult inmates in adult COCR institutions
and/or parolees from those institutions);
2) Gather data regarding gaps in needed and available services to the local eligible
population as well as service utilization trends;
3) Contract with an independent program evaluator/consultant to analyze plan
effectiveness and service utilization data; and
4) Identify funding sources that will support and sustain development and
implementation of a work plan that reflects the conclusions reached during the
planning process.
O. Expected Program Reauirements for Participants
This planning process will target services to adult inmates in adult COCR institutions
and/or parolees from those institutions. Service strategies are expected to address
participant eligibility criteria and standards that include:
1) Participation on a voluntary basis;
2) Participants must commit to a minimum of 6 months of participation in the
SBCRC Program;
3) Submit to random drug testing; and
4) Participants must live in or be paroling to the City of San Bernardino.
E. Proaram Structure
The year-long planning process will consist of the following elements:
1) Creation of a formal and ongoing collaboration between community-based and
faith-based organizations, governmental agencies, prominent academics,
practitioners, employers, community leaders, policy makers, advocates, local law
enforcement, Paroles and former inmates to identify service strategies for to
assist with reentry service needs for the eligible population (I.e. adult inmates in
adult COCR institutions and/or parolees from those institutions);
2) Gather data regarding gaps in needed and available services to the local eligible
population as well as service utilization trends;
4) Contract with an independent program evaluator/consultant to analyze plan
effectiveness and service utilization data; and
5) Identify funding sources that will support and sustain development and
implementation of a work plan that reflects the conclusions reached during the
planning process.
Page 2 of 5
.
CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SCOPE OF WORK
Agreement No. C06.436
Exhibit A
l-
e 2. TARGET POPULATION
While the target population will be more clearly defined during the SBCRC planning
process, the entire range of adult offenders will be addressed (including violent
offenders). We anticipate the actual target population will be men and women from
6 months prior to release to 18 months post release. After award and planning, the
SBCRC initially plans on providing services to 400 recently released adult CDCR
offenders and/or parolees.
3. PROGRAM AND PARTICIPANT DATA AND REPORTING REQUIREMENTS
Within 30 days of contract execution, the contractor will be required to develop a
system that is acceptable to CDCR to collect and report program and participant
related data in an accurate and timely manner. The data will be used for reporting
program progress and evaluating the program performance as well as for services
coordination. The system must be compatible with CDCR data systems (e.g., MS
Access, MS Excel, etc.). At a minimum, the program and participant data will
include:
a.
Participant Data:
e
The Contractor is required to develop a system for accurate and timely
collection and reporting of all participant data consistent with the specific
nature of each specific program.
1) CDCR number for all participants.
2) Demographic, socioeconomic and criminogenic data on all program
participants and potential participants on the program waiting list.
3) Names of all assessment instruments used and baseline data
summarizing: the participant's level of criminality, education, vocational
abilities, substance abuse history, self-sufficiency, and social
competency at program admission.
4) Appropriate case management data designed for follow up of progress
in receiving services, such as name of case manager(s), date case
manager assigned, follow up dates, status on entry, and end of month
status for ongoing treatments or terminations.
5) Date participant is assessed, referred, and shows up for service.
6) Program participation; daily, weekly, and monthly attendance records,
hours of treatment(s) and outcome/performance measures specific to
each program both on the individual and the cohort level, as
appropriate.
7) Monthly follow-up data detailing participant progress specific to
objectives and goals identified and services received. Length of follow-
up will be based upon each grants specific goals, objectives, and
predetermined time frames.
8) Program data on successful or unsuccessful discharge status upon
release/transfer from programifacility.
e
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SCOPE OF WORK
Agreement No. C06.436
Exhibit A
Data requirements may be modified to accommodate comparisons between
projects with similar treatment models.
b.
Program Data:
The Contractor shall submit monthly, quarterly, and 6-month interim
progress reports to the Division of Community Partnerships on or before the
15th of the following month that include the number of:
. New program admissions.
. Program exits by status at exit.
. Participant referrals to services by service type.
. Participant placements in services by service type.
. Active participants in the program during the reporting month.
. Number of eligible participants on the program waiting list.
. Program capacity.
c.
The followinQ requirements must be met along with the data collection:
The Contractor shall submit monthly, quarterly, and 6-month interim
progress reports describing program activities, any upcoming major events
and activities, all problems encountered, and plans for problem resolutions.
These reports shall be submitted to the Division of Community Partnerships
Program Manager on or before the 15th of the following month. The
Contractor shall have procedures developed and in place to:
1) Ensure and verify the validity of the data;
2) Protect the data from unauthorized access and/or destruction due to
negligence, malice, or disaster. If it has been determined that participant
data has been compromised the contractor must notify CDCR
immediately.
3) Ensure no report, publication, and/or statistical data related to the
programs is released or revealed without the prior written approval from
CDCR.
4) Cooperate in the evaluation of the program and assist CDCR and any
designated evaluators on any additional data collection efforts and
program analysis.
5) Submit participant level program data to CDCR by the 10th day of each
month. The data file shall include all program activity for the previous
month.
4. PLANNING GRANT REPORTING REQUIREMENTS
The Contractor will be required to develop and submit detailed reports, subject to
CDCR approval, about the planning grant process undertaken and a description of
the program developed. The following information must be provided to CDCR at
the specified intervals:
,
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
SCOPE OF WORK
Agreement No. C06.436
Exhibit A
a. Formal proiect plan (to be submitted within the first month of the start of the
proiect) which includes the following:
. Description of community needs.
. Description of target population and an estimate of how many reside in the
community.
. List of all stakeholders.
. List of all collaborating entities and a description of each entities role.
. List of project tasks and timelines.
b. Progress reports (to be submitted at 3. 6. and 9 months into the project) which
include:
. List of project goals and a timeline detailing when each goal was
completed.
. Description of ali meetings held, including: agenda, list of attendees, and
meeting notes.
. List of all coliaborating entities and a description of each entities role.
c. Final outcome report (to be submitted upon completion of the project) which
mav include:
. List of project goals and a timeline detailing when each goal was
completed.
. Description of the program developed through the Intergovernmental
Partnership Grant Program along with the theoretical and practical support
for this program.
. Timeline for program implementation.
. The evaluation plan developed to determine the effectiveness of the
program when implemented.
. Description of ali meetings held, including: agenda, list of attendees, and
meeting notes.
. List of ali collaborating entities and a description of each entities role.
. Feedback from stakeholders.
. Identify funding sources that will ensure the program will be implemented
and sustained.
Page 5 of 5
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CITY OF SAN BERNARDINO
California Department of Corrections and Rehabilitation (CDCR)
BUDGET DETAIL AND PAYMENT PROVISIONS
Agreement No. C06.436
Exhibit B
1. Invoicing and Payment
a. For services satisfactorily rendered, and upon receipt and approval of
contractor's invoices, the State agrees to compensate the Contractor for actual
expenditures incurred in accordance with Exhibit B-2, Budget Proposal which are
attached hereto and made a part of this Agreement.
b. Invoices shall include the Agreement Number and shall be submitted in triplicate
not more frequently than monthly in arrears to:
California Department of Corrections and Rehabilitation (CDCR)
Headquarters Regional Accounting Office
Division of Community Partnerships
Attention: Accounts Payable
POBox 187018
Sacramento, CA 95818-7018
2. Budget Contingency Clause
a.
It is mutually agreed that if the California State Budget Act for the current fiscal
year and/or any subsequent fiscal years covered under this Agreement does not
appropriate sufficient funds for the program, this Agreement shall be of no further
force and effect. In this event, the State shall have no liability to pay any funds
whatsoever to Contractor, or to furnish any other considerations under this
Agreement, and Contractor shall not be obligated to perform any provisions of
this Agreement.
b. If funding for the purposes of this program is reduced or deleted for any fiscal
year by the California State Budget Act, the State shall have the option to either
cancel this Agreement with no liability occurring to the State, or offer an
Agreement amendment to Contractor to reflect the reduced amount.
3. Prompt Payment Clause
Payment will be made in accordance with, and within the time specified in, Government
Code Chapter 4.5, commencing with Section 927. Payment to small/micro businesses
shall be made in accordance with and within the time specified in Chapter 4.5,
Government Code 927 et seq.
4.
Subcontractors
For all Agreements, with the exception of Interagency Agreements and other
governmental entities/auxiliaries that are exempt from bidding, nothing contained in this
Agreement, or otherwise, shall create any contractual relation between the State and
any subcontractors, and no subcontract shall relieve the Contractor of Contractor's
responsibilities and obligations hereunder. The Contractor agrees to be as fully