HomeMy WebLinkAbout2017 CON California Highway Patrol - Every Fifteen Minutes Program'STATE OF CALIFORNIA
SHORT FORM CONTRACT
(For agreements up to $9,999.99)
STD. 210 (Revised 6/2003)
CONTRACT NUMBER
16C061156
REGISTRATION NUMBER
AM. NO.
FEDERAL TAXPAYER ID. NUMBER
95-6000749
Invoice must show contract number, itemized expenses, service
dates, vendor name, address and phone number.
SUBMIT INVOICES TO:
California Highway Patrol
Research and Planning Section
P. O. Box 942898
Sacramento, CA 94298-0001
FOR STATE USE ONLY
STD. 204 ® N/A ❑ ON FILE ❑ ATTACHED ❑ CERTIFIED SMALL BUSINESS
CCCs ® N/A ❑ ON FILE ❑ ATTACHED CERTIFICATE NUMBER
❑ DVBE % ® N/A ❑ GFE
❑ Late reason
❑ Public Works Contractor's License
Z Exempt from bidding SCM 5.80 B.3.b
1. The parties to this agreement are:
STATE AGENCY'S NAME, hereafter called the State.
California Highway Patrol
CONTRACTOR'S NAME, hereafter called the Contractor.
City of National City
2. The agreement term is from 2/1/2017 or upon approval, whichever is later, to 6/30/2017
3. The maximum amount payable is $ 6,000.00 pursuant to the following charges:
Wages/Labor $ Parts/Supplies $ Taxes $ Other $
(Attach list if applicable.)
4. Payment Terms (Note: All payments are in arrears.) ® ONE TIME PAYMENT (Lump sum) ❑ MONTHLY ❑ QUARTERLY
® ITEMIZED INVOICE ® OTHER Contractor will invoice using the Agency Contract Claim for Reimbursement, Exhibit B
5. The Contractor agrees to furnish all labor, equipment and materials necessary to perform the services described herein and agrees
to comply with the terms and conditions identified below which are made a part hereof by this reference. (Outline in exact detail
what is to be done, where it is to be done and include work specifications, if applicable.)
® ADDITIONAL PAGES ATTACHED
a. Contractor agrees to implement the Every 15 Minutes (E15M) program as outlined in Exhibit A, Program Specifications.
The E15M is a two-day program focusing on teenagers, challenging them to think about drinking, driving, personal
safety, the responsibility of making mature decisions and the impact their decisions have on family, friends, and many
others. This is a cooperative program involving schools, law enforcement, and the community.
b. The proposed dates of the program at Sweetwater High School are May 25-26, 2017.
c. CHP reserves the right to cancel this agreement with thirty (30) days prior written notice.
EXHIBITS (Items checked in this box are hereby incorporated by reference and made a part of this Agreement by this reference as if attached hereto.)
® GTC"SF 610
❑ GIA*
*If not attached, view at www.dqs.ca.qov/contracts/.
® Other Exhibits (List) Exhibit A - Program Specifications, Exhibit B — Reimbursement Claim
In Witness Whereof, this agreement has been executed by the parties identified below:
STATE OF CALIFORNIA
CONTRACTOR
AGENCY NAME
California Highway Patrol
CONTRACTOR'S NAME (If other than an individual, state whether a corporation,
partnership, etc.)
City of National City
BY ` fA,��I -- ='.nature)
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DATE SIGNED
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BY (Authorized Signatute)
DATE SIGNED
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PR 1 TTEr AN, L OF PERS N SIG
Patricia Gamoning, Procurement Ma ger
PRINTED NAME AND
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TITLE OF PERSON SIGNING
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ADDRESS
P.O. Box 942898, Sacramento, CA 94298-0001
ADDRESS
1200 National City Boulevard
National City, CA 91950
FUND TITLE
MV Acct State Trans
ITEM
2720-001-0044
FISCAL YEAR
16/17
CHAPTER
2
STATUTE
2016
OBJECT CODE
3061-215-70615
I hereby certify upon my own personal knowledge that budgeted funds are
available for the period and purpose of the expenditure stated above.
SIG��fyJRE O2OFFICER
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DATED
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Department of California Highway Patrol Agreement Number 16C061156
PROGRAM SPECIFICATIONS Exhibit A
EVERY 15 MINUTES
A. INTRODUCTION
13. Contractor agrees to implement the Every 15 Minutes program, a two-day
program focusing on teenagers challenging them to think about drinking, driving,
personal safety, and the responsibility of making mature decisions and the
impact their decisions have on family, friends, their community, and many others.
2. This contract may be terminated prior to the expiration date by either party upon
thirty (30) days prior written notice. If at any time the Contractor should cease to
perform the services specified herein, the contract is deemed to be terminated.
No penalty shall accrue to either party because of contract termination. All work
performed pursuant to the contract and prior to the date of termination may be
claimed for reimbursement.
B. PROCEDURES
37. Contractor agrees to follow the standard outline of the Every 15 Minutes
program, as laid out in the Every 15 Minutes Procedural Manual. The overall
program and guidelines presented within the procedural manual should be
followed as closely as possible in order to maintain the integrity and consistency
of the program. Major deviations from the procedural manual, adding to or
changing the drinking and driving education message of the program (including,
but not limited to, adding information related to distracted driving, drugged
driving, etc.), could result in a reduction in reimbursement or an inability of the
California Highway Patrol to provide any reimbursement when the final claim is
paid.
The Every 15 Minutes Procedural Manual, as well as other important documents
and information regarding the Every 15 Minutes program that shall be used
during the course of the program, can be located at www.chp.ca.gov.
38. Contractor agrees to use the following standard language in all press, media, and
printed materials: "Funding for this program was provided by a grant from the
California Office of Traffic Safety, through the National Highway Traffic Safety
Administration."
39. Contractor agrees to work in cooperation with the assigned representative from
the local California Highway Patrol Office (normally the Public Information
Officer) during the planning process. The local California Highway Patrol officer
shall be the Contractor's primary point of contact, shall be included in all planning
and committee meetings, as well as the entire Day 1 and 2 activities, to include
the overnight retreat.
Page 1 of 9
Department of California Highway Patrol Agreement Number 16C061156
PROGRAM SPECIFICATIONS Exhibit A
40.A representative from the California Highway Patrol shall attempt to attend each
planning meeting (student, parent, and core group committee) during the course
of the program planning process. In addition, a representative from the California
Highway Patrol shall be present on Day 1 of the program for the crash scene,
removal of students from class, participate in the coordination of other first
responders, etc., as well as attend and/or assist in chaperoning the retreat(s).
Additionally, a minimum of at least one representative from the California
Highway Patrol shall attend the Day 2 assembly.
41.The Contractor shall assign no less than two students from the high school
student body to program committee(s) for participation in the organization and
planning of the Every 15 Minutes program at the subject school. Students
selected to serve on the program committee(s) should not also be selected as
crash victims/living dead participants during Day 1 and 2 program activities.
42. Contractor shall provide a copy of this contract to the on -site program coordinator
in order to ensure the terms and conditions of this contract are met and followed
throughout the course of planning.
C. TERMS AND CONDITIONS
37. Contractor agrees to maintain all records and other evidence pertaining to costs
incurred and work performed thereunder, and shall make them available at the
Contractor's California office during the contract period and thereafter for a
period of three years from the date of receipt of final payment of federal funds.
38.The federal awarding agency reserves a royalty -free, nonexclusive, and
irrevocable license to reproduce, publish or otherwise use, and to authorize
others to use, for federal government purposes: (a) The copyright in any work
developed under a grant, sub grant, or contract under a grant or sub grant; and
(b) Any rights of copyright to which a grantee, sub grantee or a contractor
purchases ownership with grant support.
39. Contractor shall not assign or transfer interest in this contract without the prior
written approval from the California Highway Patrol and the Office of Traffic
Safety.
40. It is mutually understood and agreed that no alteration or variation of the terms of
this contract shall be valid unless made in writing, signed by the parties hereto,
and approved by all necessary parties.
41. The Contractor shall function as the prime contractor of this contract and shall
manage the performance of any subcontractors. Contractor shall enter into
subcontracts contingent upon the California Highway Patrol and Office of Traffic
Safety approval. The Contractor shall be responsible for establishing and
maintaining contractual agreements with, and the reimbursement of, each
subcontractor for work performed in accordance with the terms of this contract.
Page 2 of 9
Department of California Highway Patrol Agreement Number 16C061156
PROGRAM SPECIFICATIONS Exhibit A
All subcontracts entered into pursuant to this contract shall be subject to
examination and audit by the Contractor, the California Highway Patrol, the
Office of Traffic Safety, and/or the National Highway Traffic Safety
Administration, or their designated representatives, for a minimum of three years
after final payment. Each subcontract to which the California Highway Patrol and
Office of Traffic Safety have consented shall contain a provision that further
assignments shall not be made to any third or subsequent tier subcontractor
without additional written consent of the California Highway Patrol and Office of
Traffic Safety.
42. Contractor, and any subcontractors, agree to abide by the General Terms,
Conditions, and Certifications contained in the Office of Traffic Safety Grant
Program Manual, Chapter 6, Exhibit 6-A, all of which by reference herein shall be
made a part of this contract. The General Terms, Conditions, and Certifications
are available online at www.ots.ca.gov.
D. FUNDING
1. For the purposes of this specific contract, Contractor recognizes that funding for
the Every 15 Minutes program is contingent on the California Highway Patrol
receiving funding from the Office of Traffic Safety.
2. Payment shall be made from funds appropriated to the California Highway Patrol
and are subject to the fiscal procedures of the State of California. The maximum
amount payable under this contract shall not exceed six -thousand dollars
($6,000.00).
E. EXPENSES
1. The following is a list of costs eligible for reimbursement:
• Materials and supplies necessary to implement the Every 15 Minutes
program, including but not limited to;
o Paper and/or printing costs necessary for reproduction of the assembly
program„
o Office supplies reasonable and necessary for use during the course of
the program activities only,
o Supplies to make headstones and/or obituaries,
o Flowers for the Day 2 assembly, or "funeral,"
o Makeup for the living dead/crash victims,
o Stamps/postage (excluding costs of overnight shipping charges).
• Blank DVDs/flash drives
o Reimbursement will be provided for purchase of DVDs/flash drives as
necessary to disseminate the video to the program participants only.
Page 3 of 9
Department of California Highway Patrol Agreement Number 16C061156
PROGRAM SPECIFICATIONS Exhibit A
• Rental of sound/audio/video equipment and/or vendors necessary to produce
the program video or amplified sound during the crash scene and/or
assembly.
o We strongly encourage student produced videos for the purposes of
this program.
■ School -run media/audio classes may rent equipment needed to
assist them in the production of the program video, or to provide
sound during the program, if needed.
• The cost for motivational/guest speakers
o Reimbursement for motivational/guest speaker shall not exceed
$1,000 per speaker, to include all charges and services associated
with speaking during the program, including travel.
o Any motivational/guest speaker hired to perform services during a
multi -school program (i.e.: two or more schools who have joined
together to implement a program collaboratively) will still only be
reimbursed for charges up to the allowable amount ($1,000). Speaker
will not be reimbursed for speaking fees per each individual school
and/or contract.
• Any speaker requesting reimbursement for travel expenses
shall provide an itemized invoice listing all travel charges, and
will be reimbursed at the current state rates.
• Reimbursement will not be provided for out of state travel.
• For a list of the current state lodging rates, please visit the
Department of Human Resources website, www.calhr.ca.gov.
• Lodging for the student retreat
o Lodging will be reimbursed for Day 1 and 2 of the program only. Any
lodging costs incurred outside of Day 1 and 2 of the program, by either
students or program coordinators, will not be eligible for
reimbursement.
o Lodging will be reimbursed at the current state rate pertaining to the
retreat location, plus applicable taxes. Any costs exceeding current
state lodging rates will not be reimbursed. For a list of the current state
lodging rates, please visit the Department of Human Resources
website, www.calhr.ca.gov.
• Transportation (buses or vans)
o Transportation for students and adult chaperones to/from the overnight
retreat.
o Transportation will be reimbursed for Day 1 and 2 of the program only.
Any transportation costs incurred outside of Day 1 and 2 of the
program, by either students or program coordinators, will not be
eligible for reimbursement.
• Rental of bleachers or chairs for viewing of the crash scene and/or assembly.
Page 4 of 9
Department of California Highway Patrol Agreement Number 16C061156
PROGRAM SPECIFICATIONS Exhibit A
• Thank you cards, plaques, etc. for donors and community supporters
o Reimbursement of thank you cards, plaques, etc. shall not exceed
$100, to include all charges and services associated with the items.
■ The California Highway Patrol provides a free, downloadable
"Certificate of Appreciation" available at no cost to the
Contractor. The certificate can be used in place of purchasing
thank you cards and/or plaques.
® To view the certificate, please visit our website www.chp.ca.gov.
• Contractor agrees additional costs not listed above may be allowable upon
prior written approval from the California Highway Patrol and Office of Traffic
Safety. If a questionable cost may be incurred, Contractor agrees to contact
the California Highway Patrol, in writing, requesting prior approval for the
expenditure.
14. The following is a list of costs not eligible for reimbursement:
• Duplication of services
o Reimbursement will not be provided for services rendered which are a
duplication of the responsibilities of state, county, and city law
enforcement, including the California Highway Patrol, the school, fire
department, emergency medical responders, coroner/local mortuary,
hospital, chaplains, counselors, or other community groups/ agencies
as listed in the Every 15 Minutes Procedural Manual. This program is
a community based effort, encouraging members of the community to
volunteer time, services, and resources for the common goal of
educating teenagers.
Purchase of t-shirts, sweatshirts, shorts, or any other type of clothing or
costume for the program participants, coordinators, or outside
resources/agencies.
o Printing and/or design charges on t-shirts or other clothing items.
• Purchase of sound/audio/video equipment, including, but not limited to;
computers, microphones, projectors and screens, cameras/camcorders,
batteries, tripods, external hard drives, SD cards, phones, televisions, DVD
players, ipods/ipads, etc.
• Promotional items, including, but not limited to; lanyards, banners/posters,
key chains, bags/backpacks, bracelets, rulers, pencils/pens, balloons, coffee
cups, bumper stickers, and stationery.
• Food/beverages
o Meals/food of any kind including candy, donuts, snacks, or any other
food items; coffee, bottled water, soda, juice, or any other beverages.
• Paper products including, but not limited to, plates, utensils, cups, napkins,
tablecloths (paper or fabric), or any other paper products.
Page 5 of 9
Department of California Highway Patrol Agreement Number 16C061156
PROGRAM SPECIFICATIONS Exhibit A
• Flash bang devices.
• Tarps.
• Fatal Vision goggles.
• Permits costs for street closures.
• Salary and/or overtime (i.e.; substitute teachers, bus drivers, personnel at
allied agencies, etc.).
• Administrative costs
o Reimbursement will not be provided for any administrative and/or
indirect costs incurred associated with the preparation of reports,
documents, etc., generated as a result of grant required paperwork.
• Tips/Gratuities
o Any tip(s) provided by the Contractor to vendors, sub -contractors, for
services received, etc., are made at the discretion of the Contractor
and are not reimbursable under this grant.
• Insurance fees, including supplemental insurance policies or facility rental
insurance.
• Parking fees, including charges for parking permits, tolls, or bridges.
• Entertainment.
o Costs of amusement, social activities, and any costs directly
associated with such activities (i.e.: tickets to shows or sporting events,
lodging, rental of facilities, transportation to/from, and gratuities).
• Toys and/or games.
• Music
o Reimbursement will not be provided for the purchase of music (online,
streaming fees, physical copy, etc.), gift cards (Le.: iTunes gift cards),
music rights fees, or any other costs/fees associated with purchasing
music for the purposes of the program.
• Program Advertising. Costs of billboard space, radio/television air time, and
newspaper/magazine advertisement (including articles/ads of appreciation to
supporters of the program) for program -related messages and activities.
• Cost of overnight or courier mail service.
• Contributions and donations, including cash, property, and services to others,
regardless of the recipient.
Page 6 of 9
Department of California Highway Patrol Agreement Number 16C061156
PROGRAM SPECIFICATIONS Exhibit A
• Cost of fund-raising, including financial campaigns, solicitation of gifts, and
similar expenses incurred to raise capital (such as selling the Every 15
Minutes program video) or obtaining contributions.
• Scholarships.
• Contest prizes and/or gifts (i.e., cash and/or gift certificates).
3. Only the costs as specified herein, are authorized for reimbursement by the
California Highway Patrol to Contractor under this contract. Any other costs
incurred by Contractor in the performance of this contract are the sole
responsibility of the Contractor.
4. All items to be purchased under this contract are considered expendable and title
to the items are vested to the local agency. No inventory controls are required
except reporting of what was actually purchased. No non -expendable items,
defined as having a unit cost of $5,000 or more, are authorized for purchase
under this contract.
5. Please note: If Contractor accepts monetary donations from Department of
Alcoholic Beverage Control licensed establishments, liquor wholesalers,
distributors, or manufacturers, NO display of alcoholic beverage brand logos or
other brand identification is permitted.
F. REIMBURSEMENT
1. In order to be eligible for reimbursement, Contractor shall furnish a final report
package to the California Highway Patrol within thirty (30) days after completion of
the Every 15 Minutes program. If the reimbursement package is not submitted as
stated above, the agreement may be cancelled and any request for
reimbursement may be denied.
2. Contractor understands in order to be eligible for reimbursement costs incurred
and claimed must be necessary and reasonable for proper implementation of the
program, be incurred after the effective date of the contract and on or before the
contract termination date, and cannot result in a profit or other increment to the
contracting agency.
3. Payment of approved reimbursable costs shall be made in arrears, on a one-time
basis. Payment to the Contractor shall be made within 45 days of the
California Highway Patrol's approval of invoices, however, no late payment or
interest penalties are applicable to payments not made within this time period.
Page 7 of 9
Department of California Highway Patrol Agreement Number 16C061156
PROGRAM SPECIFICATIONS Exhibit A
4. In order to be eligible for reimbursement, the reimbursement package shall
consist of all the following items. The reimbursement package will be considered
incomplete if all of the documents and materials below are not submitted.
• A cover letter on Contractor's official letterhead.
• A written, final report by the Contractor
o The final report shall be at least one page in length and consist of an
overview of the entire program, from the planning stages through the
debriefing process, as well as a final conclusion.
• Additional materials shall include all of the following items:
o Program operational plan,
o Letters to parents/students/community,
o Day 2 assembly program
o Copies of any newspaper or online articles that were published,
o Pictures,
o Press release (if issued by Contractor or allied agency),
o Program video (an online link will not be accepted),
o Any other materials you feel will highlight your program.
• Agency Contract Claim for Reimbursement (see page 9).
o Copies of all invoices/receipts being claimed for reimbursement
5. The reimbursement packet will be considered incomplete if all requested
documents and materials are not submitted concurrently. Contractor
understands untimely submission of reimbursement claims may result in loss or
reduction of grant funding.
6. The California Highway Patrol may delete from Contractor's invoice any amount
claimed by Contractor if the Department determines the expense to be
inappropriate or excessive, or violates any other provisions of the contract.
7. Contractor agrees to refund to the California Highway Patrol any amounts
claimed for reimbursement and paid to Contractor that are later disallowed by the
California Highway Patrol, or other official auditor, after audit or inspection of
records maintained by the Contractor.
8. All invoices and correspondence are to be mailed in accordance with the
applicable instructions. Costs incidental to the report's preparation or delivery
that are incurred subsequent to the termination date of the contract are not
allowable.
Page 8 of 9
Department of California Highway Patrol
PROGRAM SPECIFICATIONS
Agreement Number 16C061156
Exhibit B
Contractor Name:
City of National City
Agency Contract Claim for Reimbursement
Contract Number: 16C061156
Street Address:
1200 National City Boulevard
City, State, Zip Code:
National City, CA 91950
Teen Outreach on Drinking and
Driving; Project # AL1718
Instructions:
25) Provide an itemized listing of all reimbursable expenses. An attached spreadsheet will not be accepted as
a valid claim form.
26) All invoices/receipts must be legible, printed single sided, and show a valid date within the contract
period. If a receipt is less than 8-1/2" x 11", affix receipt to paper with clear tape. DO NOT USE STAPLES
27) Sign where indicated. A reimbursement cannot be made without an original signature from Contractor.
28) Return this form, along with all required items per your contract, to:
California Highway Patrol, 061-Every 15 Minutes Program, PO Box 942898, Sacramento, CA 94298-0001
Itemized Listing of Expenses
Amount
Total Reimbursement (not to exceed $6,000)
Contractor's Signature Date
Print Contractor's Name/Title
Page 9 of 9
For Interns Use Only
061 — Research and Planning Section
Project # AL1718
Contract # 16C061
Approved for Payment (date):
Signature:
ID#/Title: Al 4490/AGPA
CITY OF NATIONAL CITY
Office of the City Clerk
1243 National City Blvd., National City, California 91950-4397
619-336-4228
Michael R. Dalla, CMC - City Clerk
CALIFORNIA HIGHWAY PATROL
"Every Fifteen Minutes" Program
Bridget Gregory (Police) Forwarded
Copy of Contract to California Highway Patrol