HomeMy WebLinkAbout33-Parks & Recreation
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
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Subject: RESOLUTION OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE
MAYOR OF THE CITY OF SAN
BERNARDINO OR HER DESIGNEE TO
EXECUTE A CONTRACT WITH THE
COUNTY OF SAN BERNARDINO TO
PROVIDE YOUTH MENTORING
SERVICES AS PART OF THE COUNTY
FOCUS PROJECT GRANT FOR THE
PERIOD OF AUGUST 1, 2002 THROUGH
JUNE 30, 2003.
From: LEMUEL RANDOLPH, DIRECTOR
Dept: PARKS, REC. & COMM. SVCS.
Date: September 1'2, 2002
MICC Meeting Date: Sept. 23, 2002
Synopsis of Previous Council Action:
The Mayor and Common Council approved resolutions since 1997 for this project with the
last approval being on 6-4-01, Resolution 2001-142.
Recommended Motion:
Adopt Resolution
Contact person: Tom Boggs
Phone: 5031
Supporting data attached:Staff report. Reso. Agmnt
Ward: NIA
FUNDING REQUIREMENTS: Amount:$45,OOO
Source: (Acct. No.) 123-551-xxxx
(Acct. Description) MentorinQ Focus Grant-
(State Funds)
Finance:
Council Notes:
Agenda Item No.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
MAYOR OF THE CITY OF SAN BERNARDINO OR HER DESIGNEE TO EXECUTE
A CONTRACT WITH THE COUNTY OF SAN BERNARDINO TO PROVIDE YOUTH
MENTORING SERVICES AS PART OF THE COUNTY FOCUS PROJECT GRANT
FOR THE PERIOD OF AUGUST 1,2002 THROUGH JUNE 30, 2003.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby
authorized and directed to execute on behalf of said City, a Contract with San Bernardino
County relating to the provision of youth mentoring services as pat1 of a County FOCUS
Project Grant for the period of August 1. 2002 through June ~O, 2003, a copy of which is
attached hereto, marked Exhibit "A" and incorporated herein by reference as fully as though set
forth at length.
SECTION 2. The authorization to execute the above referenced agreement is
rescinded if the pal1ies to the agreement fail to execute it within sixty (60) days of the passage
of this resolution.
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
MAYOR OF THE CITY OF SAN BERNARDINO OR HER DESIGNEE TO EXECUTE
A CONTRACT WITH THE COUNTY OF SAN BERNARDINO. TO PROVIDE YOUTH
MENTORlNG SERVICES AS PART OF THE COUNTY FOCUS PROJECT GRANT
FOR THE PERIOD OF AUGUST 1, 2002 THROUGH JUNE 30, 2003.
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
, 2002, by the following vote, to wit:
day of
on the
NAYS
ABSTAIN ABSENT
Council Members:
AYES
ESTRADA
LIEN
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2002.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
.
27 By:
28
FOR COUNTY USE ONL Y
FAS
~ New Vendor Code Dept. Contract Number
Change SC PHL A
-
Cancel
L.;ounty Department Dept. Orgn. Contractor's License No.
Department of Public Health PHL
County Department Contract Representative Telephone Total Contract Amount
Connie McLaughlin 909 388-0325 $45,000
Contract Type
D Revenue [i] Encumbered 0 Unencumbered 0 Other:
If not encumbered or revenue contract type, provide reason:
Commodity Code I Contract Start Date Contract End Date Original Amount Amendment Amount
Aua 1, 2002 Jun 30, 2003 $45,000
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
AAA PHL 3305 200 2445 93470 $45,000
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
,
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
, ,
Project Name Estimated Payment Total by Fiscal Year
PALS FY Amount I/D FY Amount lID
FOCUS Project 02/03 $45,000
- -
County of San Bernardino
STANDARD CONTRACT
THE CONTRACT is entered into in the State of California by and between the County of San Bernardino,
Department of Public Health, hereinafter called the County, and
Name
City of San Bernardino - Parks and Recreation Dept
Address
547 N Sierra Way
hereinafter called the
Contractor
San Bernardino, CA 92410
Telephone
(909) 384-5233
FederallD No. or Social Security No.
IT IS HEREBY AGREED AS FOllOWS:
WHEREAS, the County desires to provide services that increase the knowledge of responsible reproductive behavior
and health related issues in pre-sexually and sexually active adolescents, ages ten through seventeen; and
WHEREAS, the County finds the Contractor qualified to provide services that increase the knowledge of responsible
reproductive behavior and health related issues in pre-sexually and sexually active adolescents, ages ten through
seventeen; and
WHEREAS, the County desires that such services be provided by the Contractor and the Contractor agrees to
perform these services as set forth below;
NOW THEREFORE, the County and the Contractor mutually agree to the following terms and conditions:
Page 1 of 16
TABLE OF CONTENTS
I. DEFINITIONS/ABBREVIATIONS
4
11. CONTRACTOR SERVICE RESPONSIBILITIES
4
III. CONTRACTOR GENERAL RESPONSIBILITIES 4
A. REPRESENTATION OF THE COUNTY ....................................................................... 4
B. CONTRACT ASSIGNABILITY ....... ........................................ .......................................4
C. FORMER COUNTY OFFICIALS ................................................................................... 4
D. INACCURACIES OR MiSREPRESENTATIONS........................................................... 4
E. SUBCONTRACTING. .... ....... .............. ........................... ............. ....... ........................... 5
F. RECORDS.. .... .... .... ....... .................. ........................................ ....... .............................. 5
G. CHANGE OF ADDRESS...............................................................................................5
H. CONTRACTOR PRIMARY CONTACT.......................................................................... 5
I. NOTIFICATION .................... ....... .......... ... .................. ...... ............................ ................. 5
J. GRIEVANCE PROCEDURE ......................................................................................... 6
K. CONFIDENTIALITy...................................................................................................... 6
L. CHILD ABUSE REPORTING ........................................................................................ 6
M. DEPARTMENT OF JUSTICE (DOJ) CLEARANCE....................................................... 7
N. DISCLOSURE OF INFORMATION RELEVANT TO CLIENT SAFETy......................... 7
O. CONFLICT OF INTEREST ........................................................................................... 7
P. INDEMNIFICATION AND INSURANCE REQUiREMENTS........................................... 7
Q. COMPLIANCE WITH LAWS AND REGULATIONS ...................................................... 9
R. LICENSES AND PERMITS ........................................................................................... 9
S. HEALTH AND SAFETy.................................................................................................9
T. EQUAL EMPLOYMENT OPPORTUNITY PROGRAM .................................................. 9
U. CIVIL RIGHTS COMPLIANCE .................................................................................... 10
V. AMERICAN DISABILITIES ACT.................................................................................. 10
W. ENVIRONMENTAL REGULATIONS........................................................................... 10
X. RECYCLING PAPER PRODUCTS ............................................................................. 10
Y. ATTORNEY FEES ...................................................................................................... 10
Z. PUBLICITY .................................................................................................................11
IV. COUNTY RESPONSIBILITIES 11
A. REFERRALS .............................................................................................................. 11
B. COUNTY PRIMARY CONTACT.................................................................................. 11
C. COMPENSATION ....................................................................................................... 11
D. PERFORMANCE EVALUATION .................................................................................11
V. FISCAL PROVISIONS 11
A. MAXIMUM REIMBURSEMENT...................................................................................11
B. REPORTING............................................................................................................... 12
C. INVOICES ............................................................................ ....................................... 12
D. COSTS INCURRED.................................................................................................... 12
E. SUPPLANTATION...................................................................................................... 13
F. PAYMENT OF TAXES ................................................................................................ 13
VI. RIGHT TO MONITOR AND AUDIT 13
A. RIGHT TO MONITOR................................................................................................. 13
B. AVAILABILITY OF RECORDS.................................................................................... 13
Page 2 of 16
C. ASSISTANCE BY CONTRACTOR..............................................................................14
VII. CORRECTION OF PERFORMANCE DEFICIENCIES 14
VIII. CONTRACT TERM
IX. EARLY TERMINATION
X. GENERAL PROVISIONS
XI. CONCLUSION
14
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15
16
ATTACHMENT A - SCOPE OF WORK
ATTACHMENT B - PROJECT BUDGET
Page 3 of 16
I. DEFINITIONS/ABBREVIATIONS
A. CCG - Refers to the State funded Community Challenge Grant Program.
B. FOCUS - Refers to Families Organized for Community Unification and Success, the local program name for
the State funded CCG.
C. HSS - Refers to the County of San Bernardino Human Services System. Oversees the Human
Services System Departments and encourages the growth and development of social programs
within the community.
II. CONTRACTOR SERVICE RESPONSIBILITIES
The Contractor shall:
A. Provide services as set forth in Attachment A - Scope of Work, which is attached hereto and
incorporated herein by this reference.
B. Submit quarterly reports for services provided to the County as specified in Section V.B, Reporting.
C. Submit monthly invoices for services provided to the County as specified in Section V.C, Invoices.
III. CONTRACTOR GENERAL RESPONSIBILITIES
A. REPRESENTATION OF THE COUNTY
In the performance of the Contract, the Contractor, its agents and employees, shall act in an
independent capacity and not as officers, employees, or agents of the County of San Bernardino.
B. CONTRACT ASSIGNABILITY
Without the prior written consent of the County, the Contract is not assignable by the Contractor either
in whole or in part.
C. FORMER COUNTY OFFICIALS
The Contractor agrees to provide or has already provided information on former County of San
Bernardino administrative officials (as defined below) who are employed by or represent the
Contractor. The information provided includes a list of former county administrative officials who
terminated County employment within the last five years and who are now officers, principals,
partners, associates or members of the business. The information also includes the employment
with or representation of the Contractor. For purposes of this provision, "county administrative
official" is defined as a member of the Board of Supervisors or such officer's staff, County
Administrative Officer or member of such officer's staff, County department or group head,
assistant department or group head, or any employee in the Exempt Group, Management Unit or
Safety Management Unit.
D. INACCURACIES OR MISREPRESENTATIONS
If during the course of the administration of the Contract, the County determines that the Contractor
has made a material misstatement or misrepresentation or that materially inaccurate information
has been provided to the County, the Contract may be immediately terminated. If the Contract is
terminated according to this provision, the County is entitled to pursue any available legal
remedies.
Page 4 of 16
E. SUBCONTRACTING
The Contractor agrees not to enter into any subcontracts for work contemplated under the Contract
without first obtaining written approval from the County. Any subcontractor shall be subject to the
same provisions as the Contractor. The Contractor shall be fully responsible for the performance
of any subcontractor.
F. RECORDS
1. The Contractor will maintain all records and books pertaining to the delivery of services under
the Contract and demonstrate accountability for contract performance. Said records shall be
kept and maintained within the County of San Bernardino. The County shall have the right
upon reasonable notice and at reasonable hours of business to examine and inspect such
records and books.
2. Records should include, but are not limited to, monthly summary reports, sign-in sheets, and
other primary source documents. Fiscal records shall be kept in accordance with Generally
Accepted Accounting Principles (GMP) and must account for all funds, tangible assets,
revenue and expenditures. Fiscal records must also comply with the appropriate Office of
Management and Budget (OMB) Circulars that state the administrative requirements, cost
principles and other standards for accountancy.
3. All records shall be complete and current and comply with all contract requirements. Failure to
maintain acceptable records per the preceding requirements shall be considered grounds for
withholding of payments for billings submitted and for termination of the Contract.
G. CHANGE OF ADDRESS
The Contractor shall notify the County in writing of any change in mailing address within ten (10)
calendar days of the address change.
H. CONTRACTOR PRIMARY CONTACT
The Contractor will designate an individual to serve as Project Coordinator and the primary point of
contact for the Contract. The Contractor shall notify the County when the primary contact will be
unavailable/out of the office for one (1) or more business days. The Contractor or designee must
respond to County inquiries within two (2) business days.
I. NOTIFICATION
The Contractor shall notify the County of any continuing vacancies and any positions that become
vacant during the term of the Contract that will result in reduction of services to be provided under
the Contract. Upon notice of vacancies, the Contractor will apprise the County of the steps being
taken to provide the services and to fill the position as expeditiously as possible. Vacancies and
associated problems shall be reported to the County on each periodically required report for the
duration of said vacancies and/or problems.
Page 5 of 16
J. GRIEVANCE PROCEDURE
Contractor shall provide a system, approved by the County, through which recipients of service shall
have the opportunity to express and have considered their views and complaints regarding the
delivery of services. The procedure must be in writing and posted in clear view of all recipients.
K. CONFIDENTIALITY
The Contractor shall require all persons, including but not limited to its officers, agents, employees,
volunteers and any subcontractor directly or indirectly involved in administration of services
provided under the Contract, to the extent permitted by the California Public Records Act, to comply
with the applicable provisions of Section 10850 and 827 of the Welfare and Institutions (W & I)
Code and Division 19-000 of the Department of Social Services Manual of Policies and Procedures;
Civil Code Section 56, et seq. (Confidentiality of Medical Information Act); Health and Safety Code
Section 120975, et seq.; and Health and Safety Code Section 123100 et seq., to assure that:
1. All applications and records concerning any individual made or kept by any public officer, public
agency, or the Contractor relating to any forms of public social services provided under the
Contract will be confidential and will not be open to examination for any purpose not directly
connected with the administration, performance, compliance, monitoring or auditing of such
services.
2. No person will publish, disclose, use, permit or cause to be published, disclosed or used any
confidential information pertaining to any applicant or recipient of services under the Contract.
The Contractor agrees to inform all persons directly or indirectly involved in administration of
services provided under the Contract of the above provisions and that any person deliberately
violating these provisions is guilty of a misdemeanor.
L. CHILD ABUSE REPORTING
The Contractor shall ensure that all known or suspected instances of child abuse or neglect are
reported to the appropriate law enforcement agency or to the appropriate Child Protective Services
agency. This responsibility shall include:
1. Assurance that all employees, agents, consultants or volunteers who perform services under
the Contract and are mandated by Penal Code Sections 11164 et seq. to report child abuse or
neglect, sign a statement, upon the commencement of their employment, acknowledging their
reporting requirements and their compliance with them.
2. Development and implementation of procedures for employees, agents, consultants, or
volunteers who are not subject to the mandatory reporting laws for child abuse to report any
observed or suspected incidents of child abuse to a mandated reporting party, within the
program, who will ensure that the incident is reported to the appropriate agency.
3. Provision of or arrangement of training in child abuse reporting laws (Penal Code, Sections
11164 et seq.) for all employees, agents, consultants, and volunteers, or verification that such
persons have received training in the law, within thirty (30) calendar days of
employment/volunteer activity.
Page 6 of 16
M. DEPARTMENT OF JUSTICE (DOJ) CLEARANCE
The Contractor shall obtain from the Department of Justice (DOJ) records of all convictions
involving any sex crimes, drug crimes, or crimes of violence of a person who is offered employment
or volunteers for all positions in which he or she would have contact with a minor, the aged, the
blind, the disabled or a domestic violence client, as provided for in Penal Code Section 11105.3.
This includes licensed personnel who are not able to provide documentation of prior DOJ
clearance. A copy of a license from the State of California is sufficient proof.
N. DISCLOSURE OF INFORMATION RELEVANT TO CLIENT SAFETY
1. The Contractor shall notify the County of any staff member, paid intern or volunteer, who is
knowingly or negligently employed and who has been convicted of any crime of violence or of
any sexual crime. The Contractor shall investigate all incidents where an applicant, employee,
intern or volunteer has been arrested and/or convicted for any crime listed in Penal Code
Section 11105.3 and shall notify the County. In the County's discretion, the County may instruct
the Contractor to take action to either deny/terminate employment or terminate internship
and/or volunteer services where the investigation shows that the underlying conduct renders the
person unsuitable for employment, internship, or volunteer services.
2. The Contractor shall immediately notify HSS concerning the arrest and/or conviction, for other
than minor traffic offenses, of any paid employee, agent, consultant, intern, or volunteer staff,
when such information becomes known to the Contractor.
O. CONFLICT OF INTEREST
The Contractor shall make every reasonable effort to prevent employees, consultants or members of
its governing bodies from using their positions for purposes that are, or give the appearance of being,
motivated by a desire for private gain for themselves or others, such as those with whom they have
family, business, or other ties. In the event the County determines a conflict of interest exists, the
County may disallow any increase in costs associated with the conflict of interest and such conflict
may constitute grounds for termination of the Contract. This provision shall not be construed to
prohibit employment of persons with whom the Contractor's officers, agents, or employees have
family, business or other ties so long as the employment of such persons does not result in increased
costs over those associated with the employment of other equally qualified applicants and such
persons have successfully competed for employment with other applicants on a merit basis.
P. INDEMNIFICATION AND INSURANCE REQUIREMENTS
Contractor agrees to and shall comply with the following indemnification and insurance
requirements:
1. INDEMNIFICATION - The Contractor agrees to indemnify, defend and hold harmless the
County and its authorized officers, employees, agents and volunteers from any and all claims or
actions arising from the Contractor's negligent acts or omissions and for any costs or expenses
incurred by the County or the Contractor on account of any claim therefore.
The County agrees to indemnify, defend and hold harmless the Contractor and its authorized
officers, employees, agents and volunteers from any and all claims or actions arising from the
County's negligent acts or omissions and for any costs or expenses incurred by the County or
the Contractor on account of any claim therefore.
Page 7 of 16
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2. INSURANCE - Without in any way affecting the indemnity herein provided and in addition thereto
the Contractor shall secure and maintain throughout the Contract the following types of insurance
with minimum limits as shown:
a. Worker's Compensation - A program of Workers' Compensation insurance or a State-
approved Self Insurance Program in amount or form to meet all applicable requirements of the
Labor Code of the State of Califomia, including Employer's Liability with $250,000 limits,
covering all persons providing services on behalf of the Contractor and all risks to such
persons under the Contract.
If the Contractor has no employees, it may certify or warrant to the County that it does not
currently have any employees or individuals who are defined as "employees" under the Labor
Code and the requirement for Workers' Compensation coverage will be waived by the
County's Risk Manager.
With respect to Contractors that are non-profit corporations organized under Califomia or
Federal law, volunteers for such entities are required to be covered by Workers'
Compensation insurance. If the County's Risk Manager determines that there is no
reasonably priced coverage for volunteers, evidence of participation in a volunteer insurance
program may be substituted.
b. Comprehensive General and Automobile Liability Insurance - This coverage to include
contractual coverage and automobile liability coverage of owned, hired and non-owned
vehicles. The policy shall have combined single limits for bodily injury and property damage of
not less than one million dollars ($1,000,000). If the Contractor provides transportation to
one or more clients at any time, the automobile liability insurance policy shall have
combined single limits for bodily injury and property damage of not less than ten
million dollars ($10,000,000).
c. Errors and Omissions Liability Insurance - Combined single limits of one million dollars
($1,000,000) for bodily injury and property damage and three million dollars ($3,000,000) in
the aggregate or
Professional Liability - Professional liability insurance with limits of at least one million dollars
($1,000,000) per claim or occurrence.
3. ADDITIONAL NAMED INSURED - All policies, except for Workers' Compensation, Errors and
Omissions and Professional Liability policies, shall contain additional endorsements naming the
County and its officers, employees, agents and volunteers as additional named insured with
respect to liabilities arising out of the performance of services hereunder.
4. WAIVER OF SUBROGATION RIGHTS - Except for Errors and Omissions Liability and
Professional Liability, the Contractor shall require the carriers of the above-required coverage to
waive all rights of subrogation against the County, its officers, employees, agents, volunteers,
contractors and subcontractors.
5. POLICIES PRIMARY AND NON-CONTRIBUTORY - All policies required above are to be primary
and non-contributory with any insurance or self-insurance programs carried or administered by the
County.
Page 8 of 16
6. PROOF OF COVERAGE - The Contractor shall immediately furnish certificates of insurance to
the County Department administering the Contract evidencing the insurance coverage, including
endorsements, above required prior to the commencement of performance of services hereunder,
which certificates shall provide that such insurance shall not be terminated or expire without thirty
(30) calendar days written notice to the County, and the Contractor shall maintain such insurance
from the time the Contractor commences performance of services hereunder until the completion
of such services. Within sixty (60) calendar days of the commencement of the Contract, the
Contractor shall furnish certified copies of the policies and all endorsements. Contractor's proof of
a bonafide self-insurance program shall satisfy the insurance requirements set forth in this
Section.
7. INSURANCE REVIEW - The above insurance requirements are subject to periodic review by the
County. The County's Risk Manager is authorized, but not required, to reduce or waive any of the
above insurance requirements whenever the Risk Manager detenmines that any of the above
insurance is not available, is unreasonably priced, or is not needed to protect the interests of the
County. In addition, if the Risk Manager detenmines that heretofore unreasonably priced or
unavailable types of insurance coverage or coverage limits become reasonably priced or
available, the Risk Manager is authorized, but not required, to change the above insurance
requirements, to require additional types of insure coverage or higher coverage limits, provided
that any such change is reasonable in light of past claims against the County, inflation, or any
other item reasonably related to the County's risk.
8. REDUCTION OR WAIVER - Any such reduction or waiver for the entire term of the Contract and
any change requiring additional types of insurance coverage or higher coverage limits must be
made by amendment to the Contract. The Contractor agrees to execute any such amendment
within thirty (30) calendar days of receipt.
Q. COMPLIANCE WITH LAWS AND REGULATIONS
The Contractor shall comply with all applicable laws, statutes, ordinances, administrative orders, rules
or regulations relating to its duties. obligations and performance under the tenms of the Contract and
shall procure all licenses and pay all fees and other charges required thereby. Failure to comply with
the provisions of this section may result in immediate termination of the Contract.
R. LICENSES AND PERMITS
The Contractor will ensure that it has all necessary licenses and permits required by the laws of the
United States, State of California, the County and all other appropriate governmental agencies, and
agrees to maintain these licenses and permits in effect for the duration of the Contract. The
Contractor will notify the County immediately of loss or suspension of any such licenses and permits.
Failure to comply with the provisions of this section may result in immediate termination of the
Contract.
S. HEALTH AND SAFETY
The Contractor shall comply with all applicable local health and safety clearances, including fire
clearances, for each site where program services are provided under the terms of the Contract.
T. EQUAL EMPLOYMENT OPPORTUNITY PROGRAM
1. The Contractor agrees to comply with the provisions of the Equal Employment Opportunity
Program of the County of San Bernardino and rules and regulations adopted pursuant thereto:
Page 9 of 16
Executive Order 11246, as amended by Executive Order 11375, 11625, 12138, 12432, 12250,
Title VII of the Civil Rights Act of 1964 (and Division 21 of the California Department of Social
Services Manual of Policies and Procedures and California Welfare and Institutions Code,
Section 1000), the California Fair Employment and Housing Act, and other applicable Federal,
State, and County laws, regulations and policies relating to equal employment or social services
to welfare recipients, including laws and regulations hereafter enacted.
2. The Contractor shall not unlawfully discriminate against any employee, applicant for
employment, or service recipient on the basis of race, national origin or ancestry, religion, sex,
sexual orientation, marital status, age, political affiliation or disability. Information on the above
rules and regulations may be obtained from the County HSS Contract Administration Office.
U. CIVIL RIGHTS COMPLIANCE
The Contractor shall develop and maintain internal policies and procedures to assure compliance
with each factor outlined by state regulation. These policies must be developed into a Civil Rights
Plan, which is to be on file with the County HSS Contract Administration Office, within thirty (30)
days of awarding of the Contract. The Plan must address prohibition of discriminatory practices,
accessibility, language services, staff development and training, dissemination of information,
complaints of discrimination, compliance review, and duties of the Civil Rights Liaison. Upon
request, the County will supply a sample of the Plan format. The Contractor will be monitored by
the County for compliance with provisions of its Civil Rights Plan.
V. AMERICAN DISABILITIES ACT
The Contractor agrees to comply with all applicable provisions of the Americans with Disabilities Act
(ADA).
W. ENVIRONMENTAL REGULATIONS
1. The Contractor will observe the mandatory standards and policies relating to energy efficiency
in the State Energy Conservation Plan (Title 24, Part 6, California Code of Regulations).
2. If the amount available to the Contractor under the Contract, as specified in Section V.A,
exceeds $100,000, the Contractor agrees to comply with Section 306 of the Clean Air Act (42
USC 1857 h), Section 508 of the Clean Water Act (33 USC 1368), Executive Order 11738 and
Environmental Protection Agency regulations (40 CFR, Part 15).
X. RECYCLING PAPER PRODUCTS
The Contractor shall use recycled and recyclable products, whenever practicable, in fulfilling the terms
of the Contract. Recycled printed products shall include a symbol identifying the recycled material.
Y. ATTORNEY FEES
In the event of any contract dispute hereunder, each Party to the Contract shall bear its own
attorney's fees and costs regardless of who prevails in the outcome of the dispute.
Page 10 of 16
Z. PUBLICITY
1. The Contractor shall obtain prior approval from the County before making any statements or
releasing any information to the newspapers, radio, or television stations in relation to services
provided under this Contract. This includes news conferences, panel shows, interview programs,
public service announcements, and paid advertisements. Draft copies of proposed public service
announcements and paid advertisements shall be submitted to the County for review. The
County reserves the right to approve or disapprove any publicity.
2. When issuing statements, press releases, educational or promotional material, or other
documents describing projects or programs funded in whole or in part with funds from this
Contract, the Contractor shall clearly state: a) the percentage of the total cost of the project or
program that will be funded from this Contract; b) the dollar amount of State funds for the project
or program; and c) the percentage and dollar amount of the total cost of the project or program
that will be financed by non-governmental sources.
IV. COUNTY RESPONSIBILITIES
A. REFERRALS
The County will refer individuals to the Contractor for services.
B. COUNTY PRIMARY CONTACT
The County will provide the Contractor with a Project Coordinator as a central point of contact to
facilitate the terms of the Contract.
C. COMPENSATION
The County will compensate the Contractor for deliverables in accordance with the provisions of
Section V of the Contract.
D. PERFORMANCE EVALUATION
1. The County agrees to compensate the Contractor on a reimbursement basis for approved
expenses performed pursuant to this Contract in an amount not to exceed the total Contract
amount.
2. The County will monitor and evaluate the performance of the Contractor in meeting terms of the
Contract and the quality and effectiveness of services provided based on criteria determined by
the County. County personnel shall monitor the performance of the Contractor at least once
every six (6) months, or as deemed necessary by the County.
V. FISCAL PROVISIONS
A. MAXIMUM REIMBURSEMENT
1. The maximum amount of reimbursement under the Contract shall not exceed $45,000 and is
subject to availability of funds to the County. The consideration to be paid to the Contractor as
provided herein shall be in full payment for all of the Contractor's services and expenses
Page 11 of 16
incurred in the performance hereof, including travel and per diem. Reimbursement of invoices
shall be based on items included in Attachment B - Project Budget. All reimbursement to the
Contractor shall be contingent upon the submission by the Contractor, and approval by the
County, of the herein required reports, invoices, and supporting documentation.
2. The Contractor may request a project budget amendment in writing, in advance of expenditures
when: a) a change in the personnel line item will affect the Scope of Work; b) expenditures are
expected to exceed a budgeted line item by more than ten percent (10%); c) a new line item is
to be added; or d) expenditures are expected to exceed the budgeted amount for an object
class category (e.g. personnel). The request must specify the changes requested by object
class category, line item, and amount, and must include a justification. The County shall
approve or deny project budget amendment requests in writing within thirty (30) calendar days
of receipt of the request.
B. REPORTING
The Contractor shall provide progress reports on a quarterly basis. The content of these reports
shall be: a) progress accomplished with regard to the Scope of Work; b) data on client services
during the three month reporting period; and c) other information as required to meet Program
requirements. Report format will be specified by the County and the County reserves the right to
revise report format or require additional reports as required during the Contract period to meet
Program needs.
C. INVOICES
1. The Contractor shall provide monthly invoices to the County within ten (10) business days after the
end of the previous month's service. Submitted invoices shall include the contract number, and the
total amount of the invoice.
2. The Contractor shall maintain documentation for all expenditures claimed for reimbursement from
the County under the Contract. The Contractor shall only be reimbursed for expenses that are
substantiated by the supporting documentation submitted. Invoices shall be submitted to the
address below. All other notices shall be mailed to the contact as shown in Section X.A.
County of San Bernardino
Department of Public Health
Perinatal and Adolescent Life Services
351 N Mountain View Avenue
San Bernardino, CA 92415-0010
D. COSTS INCURRED
Costs for services under the terms of the Contract shall be incurred during the Contract period
except as approved by the County. The Contractor shall not use current year funds to pay prior or
future year obligations.
Page 12 of 16
E. SUPPLANTATION
Funds made available under the Contract shall not supplant any federal, state or any governmental
funds intended for services of the same nature as the Contract. The Contractor shall not claim
reimbursement or payment from the County for, or apply sums received from the County with
respect to, that portion of its obligations that have been paid by another source of revenue. The
Contractor agrees that it will not use funds received pursuant to the Contract, either directly or
indirectly, as a contribution or compensation for purposes of obtaining funds from another revenue
source without prior written approval of the County.
F. PAYMENT OF TAXES
The County is not liable for the payment of any taxes, other than applicable sales or use tax,
resulting from the Contract however designated, levied or imposed, unless the County would
otherwise be liable for the payment of such taxes in the course of its normal business operations.
VI. RIGHT TO MONITOR AND AUDIT
The County shall have the absolute right to monitor the performance of the Contractor in the delivery of
services provided under the Contract.
A. RIGHT TO MONITOR
1. The County or any subdivision or appointee thereof, and the State of California or any
subdivision or appointee thereof, including the Auditor General, shall have absolute right to
review and audit all records, books, papers, documents, corporate minutes, and other pertinent
items as requested, and shall have absolute right to monitor the performance of the Contractor
in the delivery of services provided under the Contract. The Contractor shall give full
cooperation in any auditing or monitoring conducted.
2. The Contractor shall cooperate with the County in the implementation, monitoring and
evaluation of the Contract and comply with any and all reporting requirements established by
the Contract.
B. AVAILABILITY OF RECORDS
1. All records pertaining to service delivery and all fiscal, statistical and management books and
records shall be available for examination and audit by County, Federal and State
representatives for a period of three years after final payment under the Contract or until all
pending County, State and Federal audits are completed, whichever is later. Program data shall
be retained locally and made available upon the County's reasonable advance written notice or
turned over to the County. If said records are not made available at the scheduled monitoring
visit, the Contractor may, at the County's option, be required to reimburse the County for
expenses incurred due to required rescheduling of monitoring visit(s). Such reimbursement will
not exceed $50 per hour (including travel time) and be deducted from the following month's
claim for reimbursement.
2. Records of the Contractor, which do not pertain to the Contract, may be subject to review or
audit.
Page 13 of 16
1-
C. ASSISTANCE BY CONTRACTOR
The Contractor shall provide all reasonable facilities and assistance for the safety and convenience
of the County's representatives in the performance of their duties. All inspections and evaluations
shall be performed in such a manner as will not unduly delay the work of the Contractor.
VII. CORRECTION OF PERFORMANCE DEFICIENCIES
A. Failure by the Contractor to comply with any of the provisions, covenants, requirements or conditions
of the Contract shall be a material breach of the Contract.
B. In the event of a non-cured breach, the County may, at its sole discretion and in addition to immediate
termination and any other remedies available at law, in equity, or otherwise specified in the Contract:
1. Afford the Contractor thereafter a time period within which to cure the breach, which period
shall be established at sole discretion of the County; and/or
2. Discontinue reimbursement to the Contractor for and during the period in which the Contractor
is in breach, which reimbursement shall not be entitled to later recovery; and/or
3. Withhold funds pending duration of the breach; and/or
4. Offset against any monies billed by the Contractor but yet unpaid by the County those monies
disallowed pursuant to Item "2" of this paragraph; and/or
5. Terminate the Contract and be relieved of the payment of any consideration to the Contractor
should the Contractor fail to perform the covenants herein contained at the time and in the
manner herein provided. In event of such termination, the County may proceed with the work in
any manner deemed proper by the County. The cost to the County shall be deducted from any
sum due to the Contractor under the Contract and the balance, if any, shall be paid upon demand,
by the Contractor.
VIII. CONTRACT TERM
The Contract is effective on August 1, 2002 and expires June 30, 2003, but may be terminated earlier in
accordance with the provisions of the Contract as stated in Section IX, Early Termination.
IX. EARLY TERMINATION
A. The County may terminate the Contract immediately under the provisions of Section VII of the
Contract. In addition, either party may, upon at least thirty (30) calendar days written notice to the
other party, terminate the Contract without cause. Such notice shall state the effective date of the
termination.
B. The Contractor shall only be reimbursed for costs and uncancelable obligations incurred prior to the
date of termination. The Contractor shall not be reimbursed for costs incurred after the date of
termination.
Page 14 of 16
X. GENERAL PROVISIONS
A. When notices are required to be given pursuant to the Contract, the notices shall be in writing and
mailed to the addresses listed below:
CONTRACTOR:
City of San Bernardino - Parks and Recreation Dept
Lemuel P Randolph
Director
547 N Sierra Way
San Bernardino, CA 92410
COUNTY:
County of San Bernardino
Human Services System
Attention: Contract Administration
150 S Lena Road
San Bernardino, CA 92415
C. Nothing contained in the Contract shall be construed as creating a joint venture, partnership or
employment arrangement between the Parties hereto, nor shall either Party have the right, power or
authority to create an obligation or duty, expressed or implied, on behalf of the other Party hereto.
D. The County shall have Power of Attorney to pay delinquent debts and unpaid wages for work
provided under the Contract from accounts payable to the Contractor in the event debts and wages
have not been paid on a current basis.
E. No waiver of any of the provisions of the Contract documents shall be effective unless it is made in
writing which refers to provisions so waived and which is executed by the Parties. No course of
dealing and no delay or failure of a Party in exercising any right under any Contract document shall
affect any other or future exercise of that right or any exercise of any other right. A Party shall not
be precluded from exercising a right by its having partially exercised that right or its having
previously abandoned or discontinued steps to enforce that right.
F. Any alterations, variations, modifications, or waivers of provisions of the Contract, unless
specifically allowed in the Contract, shall be valid only when they have been reduced to writing, duly
signed and approved by the authorized representatives of both parties as an amendment to the
Contract. No oral understanding or agreement not incorporated herein shall be binding on any of
the Parties hereto.
G. If any provision of the Contract is held by a court of competent jurisdiction to be unenforceable or
contrary to law, it shall be modified where practicable to the extent necessary so as to be enforceable
(giving effect to the intention of the Parties) and the remaining provisions of the Contract shall not be
affected.
H. The Contract shall be governed by and construed in all aspects in accordance with the laws of the
State of California without regard to principles of conflicts of laws. The Parties agree to the exclusive
jurisdiction of the federal court located in Riverside County, and state courts located in the County of
San Bernardino, for any and all disputes arising under the Contract, to the exclusion of all other
federal and state courts.
Page 15 of 16
XI. CONCLUSION
A. The Contract, consisting of sixteen (16) pages and Attachments A and B, is the full and complete
document describing services to be rendered by the Contractor to the County including all
covenants, conditions and benefits.
B. The signatures of the Parties affixed to the Contract affirm that they are duly authorized to commit
and bind their respective institutions to the terms and conditions set forth in this document.
C. IN WITNESS WHEREOF, the Board of Supervisors of the County of San Bernardino has caused
the Contract to be subscribed to by the Clerk thereof, and the Contractor has caused the Contract
to be subscribed in its behalf by its duly authorized officers, the day, month and year written.
COUNTY OF SAN BERNARDINO
Fred Aguiar, Chairman, Board of Supervisors
CITY OF SAN BERNARDINO
PARKS & RECREATION DEPT
(Print or type name of corp, company, contr, ete)
Dated:
By:
(Authorized Signature - sign in blue ink)
Name:
Lemuel P Randolph
(Print or type name of person signing Contract)
SIGNED AND CERTIFIED THAT A COpy OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE
CHAIRMAN OF THE BOARD
Clerk of the Board of Supervisors
of the County of San Bernardino
Tille:
Director
Dated:
By:
Address:
547 N Sierra Way
San Bernardino, CA 92410
Deputy
Approved as to Legal Form
Reviewed as to Contract Compliance
Reviewed for Processing
~
Charles Larkin, County Counsel
~
Lori Ciabattini, HSS Contract Administration
~
Agency Admlnlstrator/CAO
Date
Date
Date
Auditor/Controller-Recorder
Use Onl
Page 16 of 16
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ATTACHMENT B
FOCUS PROJECT BUDGET
City of San Bernardino - Parks and Recreation Dept
AUGUST 1, 2002 THROUGH JUNE 30, 2003
Budget
PERSONNEL
Mentor Coordinator
Mentor Coordinator Assistant
Outreach Worker
$23,988
$10,506
$10,506
SUBTOTAL PERSONNEL
$45,000
FRINGE BENEFITS
TOTAL PERSONNEL
$45,000
OPERATING EXPENSES
$0
INDIRECT COSTS
$0
$0
$0
$0
TRAVEL AND PER DIEM
SUBCONTRACTS
OTHER COSTS
TOTAL PROJECT COSTS
$45,000
MATCH (Volunteer Mentor Hours)
$15,000
HUMAN SERVICES SYSTEM
COUNTY OF SAN BERNARDINO
CAROL ANSELMI
Assistant County Administrator
Reply to:
lID ISO S Lena Road
San Bernardino, CA 92415-0515
October 1 , 2002
City of San Bernardino
Parks & Recreation Dept
Lemuel P Randolph
547 N sierra Way
San Bernardino, CA 92410
Attached are one (1) original contract and six (6) original signature pages of the San
Bernardino County contract with the City of San Bernardino to provide health education
services to adolescents.
Please review and have all six (6) original signature pages signed (in blue ink) where
indicated by the appropriate party and return the original contract and all six (6) signed
signature pages to me no later than October 10, 2002, in the enclosed return FedEx
envelope. A fully executed copy of the contract will be forwarded to you after all
required signatures are received.
If you have any questions, please contact me at (909) 388-0325. Thank you for your
assistance.
Sincerely,
Connie McLaughlin
HSS Contract Administration
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L
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
December 9, 2002
TO:
Bill Meyrahn, Administrative Operations Supervisor II
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2002-344 - Youth Mentoring Services
Our office has not received the executed contract with the County of San Bernardino to provide
youth mentoring services as part of the County Focus Project Grant for the period of August I,
2002 through June 30, 2003. This contract was approved at the Mayor and Common Council
meeting held on October 21, 2002, and will be null and void if not executed and returned to the
City Clerk's Office by December 20,2002.
Please forward the executed contract to the City Clerk's Office, to my attention, as soon as
possible. If you have any questions, please do not hesitate to call me at ex!. 3206.
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
December 12, 2002
TO:
Veronica Martinez, Senior Secretary
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2002-344 - Youth Mentoring Services
CC:
Attached is a fully executed copy of the contract with the County of San Bernardino for youth
mentoring services as part of the County Focus Project Grant for the period of August 1, 2002
through July 30, 2003.
If you have any questions, please call me at ex!. 3206.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 10-2A-02 Item #
Vote: Ayes " '2,-'1 Nays &-
3 '2., Resolution # Z 00 Z-'344
Abstain ~ Absent ').-
Change to motion to amend original documents:
-
Reso. # On Attachments: L Contract term: --
Note on Resolution of Attachment stored separately: =-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
NullNoid After: fc,o <D11..\ J c..-zo-o2
I
By: -
Date Sent to Mayor: I D~2- L -02..-
Date of Mayor's Signature: 10 -2.~-O?-
Date of Clerk/CDC Signature: )0 '-;;;>;;!.Q J..
Reso. Log Updated: V
Seal Impressed: ~
Date Memo/Letter Sent for Signature:
~ Day Reminder Letter Sent on~ day:
90 Day Reminder Letter Sent on 45th day:
\'2.-- <{-cd-
See Attached: Date Returned: t2-- I~ '2.-
See Attached: ~
See Attached:
Request for Council Action & Staff Report Attached: Yes ,/"
Updated Prior Resolutions (Other Than Below): Yes
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Yes
Updated CDC Personnel Folders (5557): Yes
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes
No By
No L By
No --.-L By
No / By
No 7 By
Copies Distributed to:
City Attorney V
Parks & Rec. V
Code Compliance Dev. Services EDA Finance ,/'"
Police Public Services Water Others:
MIS
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE IContract Term. etc.)
Ready to File: rY1I
Date: 12-12-02..
Revised 01112/01