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HomeMy WebLinkAboutResolution 2008-045 N.C.S. 03/03/2008Resolution No. 2008-045 N.C.S. of the City of Petaluma, California AUTHORIZING THE POLICE DEPARTMENT TO ACCEPT A TRAFFIC SAFETY GRANT FROM THE CALIFORNIA HIGHWAY PATROL IN CONJUNCTION WITH THE OFFICE OF TRAFFIC SAFETY, FOR THE EVERY 15 MINUTES PROGRAM IN THE AMOUNT OF $9,999.99. WHEREAS, the City of Petaluma Police Department desires to undertake a certain project designated the Every 15 Minutes program to be funded through the California Highway Patrol, in conjunction with the California Office of Traffic Safety. NOW, THEREFORE, BE IT RESOLVED THAT: l . The City Manager of the City of Petaluma is authorized on the City's behalf to submit the attached proposal to the California Highway Patrol and is authorized to sign and approve on behalf of the City of Petaluma the attached Grant Award Agreement, including any extensions or amendments thereof. 2. The City of Petaluma agrees to the requirements for said project (including any amendment thereof) under the program and the funding terms and conditions of California Highway Patrol. 3. Any liability arising out of the performance of this grant Award Agreement, including civil court actions for damages, shall be the responsibility of the grant recipient and the authorizing agency. The State of California and the Office of the Highway Patrol disclaim responsibility for any such liability. 4. Grant funds received shall not be used to supplant expenditures controlled by the City of Petaluma. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the IMproasto Council of the City of Petaluma at a Regular meeting on the 3d day of March, 2008, by the following vote: City A AYES: Barrett, Freitas, Harris, Nau, Vice Mayor Rabbitt, Mayor Torliatt NOES: None ABSENT: O'Brien ABSTAIN: None ATTEST: 4� Deputy City Clerk Resolution No. 2008-045 N.C.S. Page 1 State of Calffomda--Buslness, Tran*ortatkn and Housing fiqwgy ARNOLD SCHWARZENEGGER, Gwemr DEPARTMENT OF CALIFORNIA HIGHWAY PATROL Business Services Section Contract Services Unit P.Q. Box 942888 Sacramento, CA 94298-0001 (916) 375-2965 (800) 733-2929 (1TfTDDI (8D0) TU-2922 (Voice) January 10, 2008 Petaluma Police Department 969 Petaluma Blvd. North Petaluma, CA 94952 Subject: Agreement Number 7C05I 175-0 Complete the fo0owiag marked items) and return to the above address within ten (10) business days: STD, 213, Standard Agreement with attached exhibits. Sign the first page of the STD. 213, sign the additional single STD. 213, and return both copies. STD. 213A, Standard Agreement Amendment: Sign the first page of the STD. 213A, sign the additional single STD. 213 A. and return both copies. STD. 210, Short Norm Contract. Sign and return both copies. Letter of Agreement_ Sign and return both copies. STD. 204, Payee Data Record. Complete and return. CCC, Contractor Certification Clauses. Complete and return. Obtain and forward the liability insurance certificate required by the terms of the Agreement. T Resotution, motion, order, or ordinance from the local governing body authorizing this Agreement. STD. 80, Payment Bond. Complete and return one copy. CH? 28, Voluntary Statistical Data. Complete and return_ Other: Contract status. The enclosed agreement is signed on behalf of the Department of California Highway Patrol. Proecss and when approved, return an original to this office. V The enclosed approved agreement is for your records. You are now authorized to provide services. NORMA KTI,T.TON Contract Analyst Enclosures Safety, Service, and Security Sm21D_4OT-B Resolution No. 2008-045 N.C.S. Page 2 S (ATE OF CALIFOKNIA SHORT FORM CONTRACT (For agreements up to $9,999,,99) ETD 210(Rev smoj (Ctt ANI.maloej Invoice must show oontrad number, itemized expenses, service dates. vendor name, address and phone number. SUBMIT INVOICE IN TRIPLICATE TO: California highway Patrol Research and Planning Section P- U. Box 942898 Sacramento CA 94298-0001 1. The parries to this agreement are CONTRACT NUMBEN AM NO FFnCRAL TA%PAYEK IO NUMBER 1CO51175 REGISTRATION NUMBER 11 )1z C C G �' (% _.. 94-6000392 FOR STATE USE ONLY STD. tad V N/A ❑ ON FILE i -i ArTAC H£D ❑ CERi1FIFD SMALL BUSINESS CCC-s 0 NfA ❑ ON FILE. I r ATTACHED CFRTIrICATE NUMBFR ❑ Dvef l) WA ❑ GFE ❑ Late reason ] Publie VWAS CDnirauor's License _ _ .. ... iA ExemO faxTI bidding fE.BrBen) M)A 03-10, ALachmerir C2 STATE AGENr,Y'S NAME herermltar "IWd Ma St" CONTRACTOR'S NAME harertaacr cam. ex C.rAraao-. California Highway Patrol Petaluma Police Depaminent 2. The agreement term Is from 03/01 /2008 through 05131 /2008 _ 3. The maximun amount payable is $9,999.99 pursuant to the followrng charges: Wagestiabor Pans,/Supplies Taxes _ Other _ _ (arcxa dr,yn Anceoer d. Payment lerms (Note: Aupayrnants are in arrears) ONE TIME PAYMENT (Lump Sum) U MONTHLY L QUARTERLY ❑ ITEMIZED INVOICE tj OTHER _ 5 The ContraUOT agrees to fu r ich all labor, equipment, and malerials necessary to perform the services described herein and agrees to complywith the !arms and conditions identified below which are made a part hereof by this reference. (Outline in exact delat7 what is to be done, where it is to be done and include work spac)ficatiom. it sppficab)e.) IT, ADDITIONAL PAGES ATTACHED a. Contractor agrees to implement the Every 1 S Minutes (E 15M) program as outlined in the six page attachmcnL. 'the E I SM is 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, and many others. This is a cooperative program involving schools, law enforcement, and the community. Contractor will submit their invoice using the attached Agency Contract Claim for Reimbursement Form. b. "l he proposed dates of the program at St. Vincent's High School are April 23-24, 2008. c. CHP reserves the right to cancel this agreement with thirty (30) days prior written notice. EZHIfSIis (+r+e cher.Acd i.rtve Dorare DareAr^'Aa^by rrkrerxx and madesaert artr>;'tagM1+emenr By Un'SreMenne lNSlnA'Pr>•otartad�ed) . GTC- SF 307 ❑ GW 'It. attached, view at tUny GIs i ca.oaaA5landa d+LarwuanVW[auh html ❑ Other Exhibits (List) IN WITNESS WHEREOF, this agreement has been executed by the parties identified below _ CONTRACTOR STATE OF CALIFORNIA n.OEMr.Y NAl1E __ .... .CONTRACTORS NAWW OIIW lra-wk'vidlyd.dn&-h-PW A 011741',WM earr—ThN. arc) California Hiehwav Patrol IPctaluma Police Department. ev (AUTHORIZED SIGNATU ) D1ATE 51r.MW r / PRINTED NAME AlaID TITLE OF PERSON SIGNING Terri 11 - .Viderson, BusincSS Manager ADMIliSS PO. Box 942R98 (Cp) (Stale) IZNCodo S_ac rumento CA 942987001) FUND TITLE l ITEM MV ACct State Tian ITlZU-4711{-OV44 i hereby certify upon my personat knowledge that budgeted funds twig avaifeble for rha period andpwpose of the expenditure slafad atlOve. '. �Ar%7�� /7fUrYJAS ADOHESS %9 Petaluma Blvd. North (COY) t Potatuma FISCAL YEAR CTU IIAPTER STATE 07+'08 t71 2007 SIGNATURE OF ACCOUN��nNGAnOFFIICER V mId� OTHER -")v -1) 9 (Sere) fTW Cdd=) CA 94952 _ ,06E CODE 13051-2t5-70469 �DATE SIGNER 1a77%, Resolution No. 2008-045 N.C.S. Page 3 1. 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, and many others. 2. Payment shall be made from funds appropriated to the California Highway Patrol and subject to the fiscal procedures of the State of California. The maximum amount payable under this contract shall not exceed nine thousand, nine hundred ninety-nine dollars and ninety-nine cents ($9,999.99). 3. This contract may be terminated prior to the expiration date by either party upon thirty (30) days prior written notice. If at anytime 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. 4. 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. 5. Contractor shall provide a copy of this contract to its coordinator in order to ensure the terms and conditions of this contract are met. 6. Contractor agrees to follow the standard outline of the EveryJ 6 Minutes program, as noted in the Every 15 Minutes Procedural Manual, and work in cooperation with the assigned representative from the local California Highway Patrol Office (normally the Public Affairs Officer), in order to maintain the integrity and consistency of the program_ A compact disc (CD) containing the Every 15 Minutes Procedural Manual is attached to this contract. 7. A representative from the California Highway Patrol will attempt to attend each meeting (student, parent, and core group committee). In addition, a representative from the California Highway Patrol will attempt to be present to assist the day of the crash, chaperone, and attend the assembly. 8. Contractor agrees to recognize the California Highway Patrol and the California Office of Traffic Safety as key sponsors of the Every 15 Minutes program in press releases and on miscellaneous promotional materials, such as banners. X_1Da1M076csLAEVERY0Nr1rvsry 15 Wns110-2007.d" Resolution No. 2008-045 N.C.S. Page 4 9. Contractor understands the following costs are generally eligible for reimbursement: • Promotional items bearing the standard Every 15 Minutes "heartbeat" logo, and the following organizations listed in precedence order by name or logo: • California Highway Patrol • Office of Traffic Safety Note: Electronic copies of logos are available upon request. • Items including the above logos such as, but not limited to; key chains, dog tags, rulers, pencils, balloons, banners, coffee cups, posters, bumper stickers, tee- shirts, sweatshirts, hats, stationery, and exhibits. • Materials and supplies necessary to implement the Every 95 Minutes program, including but not limited to; film, video tapes, stamps, paper, printing, reproduction, rental of soundlaudiotvideo equipment and materials required to produce items, such as videos, obituaries, headstones, and other related items. • The cost for motivational speakers. • If necessary, lodging costs at the prevailing state rate pertaining to the location of the retreat lodging, plus taxes, and transportation (buses or vans) for students and adult chaperones attending the overnight retreat. 10. Contractor understands in order to be eligible for reimbursement, costs incurred and claimed must meet the following criteria: • Be necessary and reasonable for proper implementation of the program. • Not result in a profit or other increment to contracting agency. • Be incurred after the effective date of the contract and on or before the contract termination date. 11. Contractor agrees additional costs not listed above maybe 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 an expenditure. 12. Only the costs as denoted above, or approved as provided in Item 11 above, 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 soie responsibility of the Contractor. X:10aW070csrAEVERY0NE%Every 15 Mkis110-2007,doc Resolution No. 2008-045 N.C.S. Page 5 13. 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. 14. Contractor understands the following costs are not eligible for reimbursement: • t-ooa. Meals, coffee, oottieo water, or any otner oeverages, canny, aonuis, snacks, or any other food items (such as plates, utensils, or paper products). • Services. Costs for services rendered which are a duplication of the responsibilities of state, county, and city law enforcement, the California Highway Patrol, the school, fire department, emergency medical responders, coronerflocal mortuary, hospital, chaplains/counselors, or community groups/other 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, service, and resources for the common goal of educating teenagers. • Entertainment. Costs of amusement, social activities, and any costs directly associated with such costs (such as tickets to shows or sporting events, meals, lodging, rentals, transportation, and gratuities). Program Advertising. Costs of billboard space, radio/television air time, and newspaper/magazine advertisement (including articlesiads 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. • Cost of fund raising, including financial campaigns, solicitation of gifts, and similar expenses incurred to raise capital (such as selling the El5M program video/DVD) or obtain contributions. • Scholarships, • Contest prizes, i.e.; cash and/or gift certificates. • Salary and/or overtime, i.e.; substitute teachers}_ X.Tata*70csu1EVERYONHE+eiy 15 M6ns110 2007.doc Resolution No. 2008-045 N.C.S. Page 6 15. 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. 16. 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. 17. Payment of approved reimbursable costs shall be on a one-time basis in arrears. Invoices shall be submitted in duplicate. Payment 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. 18. Contractor agrees to maintain all records and other evidence pertaining to costs incurred and work performed there under, 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. 19. 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. 20. The Contractor shall assign no less than two students of the High School Student Body to program committees for participation in the organization and planning of the Every 15 Minutes program at the subject school. 21. Prior to the scheduled event date. Contractor shall provide to the California Highway Patrol a list of all dignitaries (names, titles, addresses) who are invited to attend the crash and/or assembly. X:1Qata1076csuTVERYONEIEvery 15 WsUO0 2007.doc Resolution No. 2008-045 N.C.S. Page 7 22. Contractor shall fumish a final report package to the California Highway Patrol within thirty (30) days after completion of the Every 15 Minutes program. Funding for the Teen Choices II grant, Federal Project #AL0857 ends on September 30, 2009. If the reimbursement package is not submitted by July 31, 2009, the agreement may be cancelled and any request for reimbursement may be denied. The reimbursement package shall consist of: a Agency Contract Claim for Reimbursement (attached). Note: A cover letter on Contractor's official letterhead must be included. Copies of all invoices/receipts (if size of a receipt is less than 8-1/2" x 11 ", affix to 8-1/2" x 11" paper). Additional materials, including but not limited to; a copy of any video/DVD related to the program, copies of newspaper/online articles, samples of promotional items, and program announcements. Electronic pictures of the above listed items are acceptable and encouraged, provided the picture shows the required logos as listed in #9 above. A final report consisting of a general overview of the program from planning stages through debriefing and a final conclusion. 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. 23. 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. 24, 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, subgrant, or contract under a grant or subgrant; and (b) Any rights of copyright to which a grantee, subgrantee or a contractor purchases ownership with grant support. 25, Contractor shall not assignor transfer interest in this contract without the prior written approval from the California Highway Patrol and the Office of Traffic Safety. 26. 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. Resolution No. 2008-045 N.C.S. Page 8 27, Contractor and any subcontractors agree to abide by the General Terms, Conditions, and Certifications contained in the Office of Traffic Safety Program Manual, Volume II, chapter 6, Exhibit 6-B, Rev. 4-01, all of which by reference herein shall be made a part of this contract. 28. The Contractor shall function as the prime contractor of this contract and shalt 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. Replacement or substitution of any subcontractor shall not be permitted without the prior written approval of the California Highway Patrol and Office of Traffic Safety. 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. X:ZataT76cs0EVERY0NE%EYery 1$ PareW0-201"? 1,' Resolution No. 2008-045 N.C.S. Page 9 ii; ltit�. i•IA�Sf►: R�tiitiE )tilfsp l•ti =Ti -� .�iri ty XIN ammrsIs%lf"isEt:ft�■1�+: i,><rtl>R Ir1IA�'!'"'"!hi�JCp73alK' !� Cwii3 i �1t`[.N'j�7 rxd • �'� 4w,�s+f .i�1iA1 '=e! '. TE:�'�'�'► rw � r�ti>�CS'r Oi•im'4M ifsTi��_� mow; Agency Contract Claim for Reimbursement -F�l ST,- ND FMAL P, IM Contractor Contract Number Street Address City, State, Zip Code Every 15 Minutes Program Coordinator Project Description Teen Choices II Grant, Project Number AL0857 Every 15 Minutes Program Maximum Amount Payable By This Grant Actual Amount Being Claimed $9,999.99 $ Itemized Listing of Expenses (attach copies of all IrwNeasimcalptr) Note: A cover letter on Gontractor's official letterhead must be Included. Contractor's Signature Date Title Please return this document along with other required documents noted in the contract to - California Highway Patrol Research and Planning Section Teen Choices 11 Grant Project Coordinator P. O. Box 942898 Sacramento, CA 94298-0001 Resolution No. 2008-045 N.C.S. Page 10