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) .
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❑ 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.
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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.
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Resolution No. 2008-045 N.C.S. Page 9
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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