HomeMy WebLinkAboutResolution 2008-045 N.C.S. 03/03/2008 Resolution 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:
1. 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.
i
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the pro as to
Council of the City of Petaluma at a Regular meeting on the 3"~ day of March, 2008, f .
by the following vote:
City Attorney
AYES: Barrett, Freitas, Harris, Nau, Vice Mayor Rabbitt, Mayor Torliatt
NOES: None
ABSENT: O'Brien
ABSTAIN: None j
j / -
ATTEST:
Deputy City Clerk M; yor
Resolution No. 2008-045 N.C.S. Page 1
State oT Calffomda--6uslness, Trrduportatkn and Housln9 Y ARNOLD SCHWARZENEGGER, Gwer~wr
pEPARTMENT OF CALIFORNIA HIGHWAY PATROL
Bu8lness Servlcea Section
Contract Services Unit
P.Q. Box 842888
Sacromertto, CA 84298-0D01
(916) 375-2965
(soot' r35-29z8 lr-rrraa}
(8DD) T3.S-2922 (Voice)
January i0, 2008
Petaluma Police Department
969 Petaluma Blvd. North
Petaluma, C:A 94952
Subject: Agreement Number 7CDSI175-0
Cornp{ete the fo0owing marked item(s) 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 bath copies.
STD. 213A, Standard Agreement Amendment: Sign dte first page of the STD. 213A, sign the additional
single STD. 2 t3A. and return both copies.
STD. 214, Short Norm Contract. Sign and return both copies.
Letter of Agreement- Sign and return both copies.
STD. 26d, Payee Data Record. Complete and return.
CCC, Contractor Certification Clauses. Compiae and return.
Obtain and forward the liability insurance eenificate required by the terms of the Agreement.
T Resolution, motion, order, or ordinance from the local govemittg body autitorizing this Agreement.
STD. 8Q?, Payment Bond. Complete and return one copy.
CHP 28, Voluntary Statistical Data. Complete and return-
- Other:
Contract status.
The enclosuti agreement is signed on behalf of the Depatvttent of California Highway Patrol. Process and
when approved, return tm original to this office.
'Fhe
e~ncl~osQe~d.Japp~rov~d agreement is for your records. You am now authorized to provide services.
NORhtA KTI,T.TQN
Contract Analyst
T:nclostues
Sajery, Service, and Security
srozto_aor~m
Resolution No. 2008-045 N.C.S. Page 2
S iATC OF CALIF()KNIA I,ONTRACT NUMBEN ?•JA NO FFr1CRI.1 lAxi`AYEK I(1 NUNaER
SHORT FORiN CUNTRACT 7C051175
(for agreements up io 59,999.99) ~REGISTRATI(xvNUM6ER
s7u zto (Rev aaoj tefw Aa•mmatoe) _ 7 f; ~ I ~
~ ~ ~ ~ 94$_400392
Invoice rnusl snow oontraG number, itemized expenses, service dates. FOR STATE USE ONLY
vendor name, address and phone number. SU6MIT INVOICE IN
TRIPLICATE TO' STD. 294 i,n N/A ? ON FILE ~ _i ATTACHED ? CERi1FIFD SMALL BUSINI:5S
CCC's ~ NfA ? ON FILf. ~ r ATTACHED CFRTITICATE HUMBER
California FTighway Pavnl ? weE ql N;A D cFE
Rescarth and Planning Section ? Lare reason _
P. U. Box 942898 ] Public W>Jrtts CDntlauor's License
Sacramento CA 94298-Ot)Ol ~/I[=emlRtrnmt,iddir,pfE.warn/yt1~103-10,AlcachmenrC2
1. The parries to this agreement are -
STA7E ROENf, YS NNAE NerarmRer ralko ma F[>be CONTRACTOR'S NAME Narertaacr carco the Carnrauo-.
California Highway Petro{ l Petaluma Police l7epanment
2. The agreementterm K from o3ia~rzoos N through 05!31!2008 _
'3. The maximun amount payable is .Ir9,~99.g~ pursuant to the fOllowrng charges:
WagesrLabor PartslSupplies Taxes _ Other _ (arcxa,..r,ya;,Anceorer
a. Payment loans {Note: Aupayrnanrs are in arreaTS.) r~l QNE TIME PAYMENT (Lump Suml ? MONTHLY ? QUARTERLY
? ITEMIZED INVOICE ? OTHEft _
5 The ContraUOr agrees to fumisn all labor, equipment, and materials rrecessary to perform the services descrrlaQd herein and agrees to compy wish the
!arms and conditions identified below whichare made 2 earl hereof ITy this reference. (Outline in exact deldi7 what is to tae done, where if is !o be done
and irrctude work specificatiaes, if appucab)e.}
LTI ADDITIONAL PAGES ATTACHED
a. Contractor agrees to implement the Every 1 i Minutes (E 15M) program a_c uuelined in the six p.1ge attachment. 'the E 15hf is x
hvu-day program focusing on tuenagers challenging them to think about drinking, driving, personal safety, and the responsibility of
making mature decisions and the in}pact their decisions have on family, friends, and rnatry 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 5t. Vincent's High Schtwl are ApriE 23-24, 2(108.
c. CHP reserves the right to cancel this agreement with thirty (30) days prior written notice.
ExKlar~li))sl~tw~.,,rrr=.+~arom~soo~arene.aor~va~iyRf~r,~mamecesaertarrrsagr~er»mrsy.u='arernwaeRrsma-nr>,orama~edJ
Lj GTC' SF 307 ? G1A' _ 'If net attached, view at r(hw ola 3 [a.mvAStandald+Larwua20f~rautt hllri
? Other ExhitJitb {List]
IN WITNESS WHEREOF, this agreement has !teen executed by the parties identified below _
STATE OF CAi.IFORNIA CONTRACTOR
RGF.Nf.Y NARIE .CONTRACTOR'S NAME (N orc+rr O.ao a+ ird'v~dr..l. ~e~ rAerMr A wryoraA~0. PanrrarrhN. arc )
L:alifomia t-iighway Patrol _ _ ~Pctaluma Police I] arvnent
VY (AU[NORQEO SIGNATU j J~ DATE slGntu _ rlRt'6$KiNE17.
PRINTED NMIE RttO TRLE OF PERSON SIGNING IOb7RlE'Of
P~f alOr~FM3
Terri I...Vtdcrson, Businoss Mrur_ager _ I~1rj'f ~/tq[~y~-jp ~ip/(/fµ/~p~~(,
aDOt+tSS ADDRESS
P. O. Sux 942898 4G9 Petaluma Blvd. North
rc~r r~K) rLrr~j tc~rl tsarat rTmc~J
Sacrumento _ (:A 94Z_98-0(101 Petaluma _ _ _ CA 94452
FUND iITLC ITEM FISCRJ. YEAR CIIRP7ER STATUTE ,OBJECT COUt
'r7V Ace State Tran 12720-001-0044 07+08 l71 200? 13051-2 ES-70468 _
i Hereby CBrflfy Vpori rNy pe/SOJIar ImOwredge (fiat budgeted fUlK).S iNg SgtJATURE OF ACCOWrTItM, OFFICET3 OA7E SIGNED
avarfebta for dae period andpurpose Dt fbe expenditure slated abOVe. ~ Lt `Z 7/
OTHER
Resolution No. 2008-045 N.C.S. Page 3
1. Contractor agrees to implement the Every l5 Minutes program, atwo-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 Califomia Highway Patrol
and subject to the fiscal procedures of the State of Califomia. The maximum
amount payable under this contract shall not exceed nine thousand, nine
hundred Winery-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 (34) 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 shat! accrue #o either party because of contract termination. AEI work
performed pursuant to the contract and prior to the date of termination may be
Claimed for reimbursement.
4. 1"or the purposes of this specific contract, Contractor recognizes that funding
for the Every 95 Minutes program is contingent on the Califomia 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.
t3. Contractor agrees to fallow the standard outline of the Every 95 Minutes
program, as noted in the Every i5 Mirzufes Procedural Manual, and work in
cooperation with the assigned representative from the IocaE California Highway
Patrol Office (normally the Public Aftairs Officer), in order to maintain the integrity
and consistency of the program- A compact disc (CD) containing the Every 75
Minutes Procedural Manual is attached to this contract.
7. A representative from the Califomia Highway Patrol wil! attempt to attend each
meeting (student, parent, and Dore group committee). In addition, a
representative from the Califomia Highway Patrol will attempt to be present to
assis# 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 !"very t5 Mrrzutes program in
press releases and on miscellaneous promotional materials, such as banners.
X_1Dala1Q76csulEVERY~NE1Every 15 MinsItQ2007_doc
Resolution No. 2008-045 N.C.5. Page 4
9. Contractor understands the follov~+ing costs are generaiiy eligible for reimbursement:
• Promotional items bearing the standard Every 75 Minutes "hearkbeat" logo, and
the following organizations listed in precedence order by name or logo:
o Califomia Highway Patrol
• dffice of Traffic Safety
Note: f`lectronic 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, wffee 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 motivationa{ speakers.
• If necessary, lodging costs at the prevailing state rate pertaining io 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 follow9ng criteria:
o Be necessary and reasonable for proper implementation of the program.
• Not result. in a profit or other increment #o 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 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 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 casts incurred by Contractor in the performance of this
contract are the sole responsibility of the Contractor.
X:10a1a1076rs~AEVERYONE1Every 15 Mrcis110-2007,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 cos#s are not eligible for reimbursement:
• t-ooa. Meals, coffee. 4ottled water, or any omer oevewages, canny, Donuts,
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 i5 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, radioltetevision air time, and
newspaperlmagazine advertisement (including articleslads of appreciation to
supporters of the program) for program-related messages and activities-
Cost of ovamightor 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 capita! (such as selling the E15M
program videoiDVD} or obtain contributions.
• Scholarships,
• Contest prizes, i.e.; cash andlor gift certificates.
• Salary andlar overtime, i.e.; substitute teachers}_
X:~DaW1078csu1EVERYONE1E+rery i5 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 theDeparfinent determines the expense t4 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, yr 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 Cal'Efarnia 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 o#fice 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,
~C display of alcoholic beverage brand logos or other brand identification is
permitted.
20. The Contractor shat! assign na 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 andlor assembly.
X:1Qata1076csuVEVERYdNEIEvery 15 Mirts110-2007.doc
Resolution No. 2008-045 N.C.S. Page 7
22. Contractor shall fumi5h a final report package to the California Highway Patrol
within thirty {3t}) days after completion of the Every 95 Minutes program.
Funding for the Teen Choices II grant, Federal Project #AL0857 ends on
September 30, 2009. !f 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 af:
o Agency Contract Claim for Reimbursement (aftached).
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-ill" x i i affix
to 8-1l2" x 11"paper).
Additional materials, including but not limited to; a copy of any videalDVD
related to the program, copies of newspaperlonline articles, samples of
promotional items, and program announcements. Electronic pictures of tttie
above listed items are acceptable and encouraged, provided the picture shows
the required logos as listed in #9 above.
A #inal 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 i# atl 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 io the termination date of the contract are net allowable.
24. The federal awarding agency roserves 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 shalt not assign or transfer interest in this contract without the prior
written approval from the California Highway Patrol and the Office of Traffic Satety.
26. 1t is mutually understood and agreed that no alteration or variation of the terms of
this contract sha{1 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 a# 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 anc4 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 shaft 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 pennitted without
the prior written approval of the California Highway Patrol and Oftice of '~rdffic
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
ba made to any third or subsequent tier subcontractor without additional written
consent of the California Highway Patrol and Office of Traffic Safety.
X:1DataWTBcsutiEVERYOHE1E~ery 15 M~~511Q2t1i17A~'
Resolution No. 2008-045 N.C.S. Page 9
1
Agency ContractClaim for Reimbursement
a
Contractor Contract Number
5trest Address City, State, Zip Code
Every t5 ~4tfnutes Program Coordinator Project Description
Teen Choices II Grant, Project hfumber AL0857
Every t5 Minutes Program
iNazimum Amount Payable By This Grant Actual Amount 13aing Glafined
$9,993.93 $
Hemlzed Listing of tacpensea
(attach copiaa of ail Irrvdcealrecelptsy
Note: A cover letter on contractor's attlcial letterhead must be Included.
Item Amount
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 ll Grant Project Coordinator
P. O. Box 942898
Sacramento, CA 94298-0001
Resolution No. 2008-045 N.C.S. Page 10