Loading...
HomeMy WebLinkAboutMINUTES - 07271993 - 1.44 ° 44 TO:\ BOARD OF SUPERVISORS FROM: Mark Finucane, Health Services Director V� ' Contra By: Elizabeth A. Spooner, Contracts Administrator Costa DATE: July 15, 1993 Q9 County SUBJECT: Approve Standard Agreement #29-310 with the State Emergency Medical Services Authority SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: Approve and authorize the Chair, Board of Supervisors, to execute on behalf of the County, Standard Agreement #29-310 (State #EMS-2026) with the State Emergency Medical Services Authority, in the amount of $130,000, for the period from June 25, 1993 through June 24, 1994, for the Highway Injury Record Linkage Software (HIRLS) and Firearm Injury Reporting, Surveillance and Tracking (FIRST) System. II. FINANCIAL IMPACT: Approval of this Agreement will result in $130,000 of funding from the State Emergency Medical Services Authority (Injury Prevention/Data Collection Project) , for the period from June 25, 1993 through June 24, 1994. No County funds are required. III. REASONS FOR RECOMMENDATIONS/BACKGROUND: The HIRLS project will integrate local police reports, prehospital reports and hospital discharge data, and will track injured persons from the scene of an accident to discharge from the hospital. The data collected will be used to improve the trauma care system response and to develop and evaluate local injury prevention programs. The FIRST project will allow the Department to gather data from police, Sheriff- Coroner, and hospital emergency departments, with regard to the most severe firearms-related injuries in Contra Costa County. This data is essential to identify the etiology of firearm injuries and will be used to design, implement and evaluate related injury control programs. The Board Chair should sign nine copies of the agreement, eight of which should then be returned to the Contracts and Grants Unit for submission to the State Emergency Medical Services Authority. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECO MMEN ATI N OF BOARD C MMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON APPROVED AS RECOMMENDED �� OTHER VOTE OF SUPERVISORS �1 X UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: Art Lathrop (646-4690) a �q CC: Health Services (Contracts) ATTESTED __... Auditor-Controller (Claims) II Batchelor,Clerk of the Board of State DIS Authority Sy�gryj;p �QUt1t�AdlllUtlstf3l ( M382/7-83/ BY , DEPUTY *'STATE OF'CALIFOFV1A 1 0 4 STANDARD AGREEMENT—' APPROVED BY THE CONTRACT NUMBER AM.NO. ATTORNEY GENERAL EMS-2026 STD.2(REV.5-91) TAXPAYER'S FEDERAL EMPLOYER IDENTIFICATION NUMBER THIS AGREEMENT,made and entered into this 25 day of June ,19-93-, in the State of California,by and between State of California,through its duly elected or appointed,qualified and acting TITLE OF OFFICER ACTING FOR STATE AGENCY Director Emergency Medical Services Authority hereafter called the State,and CONTRACTOR'S NAME 29 - 310 Contra Costa EMS ,hereafter called the Contractor. WITNESSETH: That the Contractor for and in consideration of the covenants,conditions,agreements,and stipulations of the State hereinafter expressed, does hereby agree to furnish to the State services and materials as follows: (Set forth service to be rendered by Contractor,amount to be paid Contractor, time for performance or completion,and attach plans and specifications,if any.) 1. The Contractor shall complete the objectives as identified in the Section entitled "Objectives." These are made a part of this agreement by this reference. 2. The period of this Agreement shall be from June 25, 1993 through June 24, 1994. 3. The total amount payable by the State to the Contractor shall not exceed $130,000. 4. The attachment entitled "Budget" is made a part of this Agreement by this reference. CONTINUED ON SHEETS,EACH BEARING NAME OF CONTRACTOR AND CONTRACT NUMBER. The provisions on the reverse side hereof constitute a part of this agreement. IN WITNESS WHEREOF,this agreement has been executed by the parties hereto,upon the date first above written. STATE OF CALIFORNIA CONTRACTOR AGENCY CONTRACTOR(It other than an individual,state whether a corporation,partnership,eta) Emergency Medical Services Authority Contra Costa County _ BY(AUTHORIZED SIGNATURE) BY(AUTHOp'�^�.^-"94TURE--� D .L / PRINTED NAME OF PERSON SIGNING R TED NAME AND TITLE OF PERSON SIGNING Joseph E. Morales, M.D. Chair Board of Supervisors TITLE Director ADDRESS 651 Pine Street, Martinez, CA 94553 AMOUNT ENCUMBERED BY THIS PROGRAMlCATEGORY(CODE AND TITLE) FUND TITLE Department of General Services DOCUMENT Federal Use Only $ 130,000 (OPTIONAL USE) PRIOR AMOUNT ENCUMBERED FOR THIS CONTRACT Q ITEM CHAPTER STATUTE FISCAL YEAR `A 4120-101-890 1992 92/93 TOTAL AMOUNT ENCUMBERED TO DATE OBJECT OF XP 1 JAI UFFJ (CO��1_QTITLE) $ 6 02 WW I hereby certify upon my own personal knowledge that budgeted funds T.B.A.NO. B.R.NO. are available for the period and purpose of the expenditure stated above. SIGNATURE OF ACCOUNTING OFFICER DATE D CONTRACTOR STATE AGENCY DEPT.OF GEN.SER. ❑ CONTROLLER E] :.TATE OF CALIFORNIA � � r STANDARD AGREEMENT STD. 2 (REV. 5.91) (REVERSE) _ 1. The Contractor agrees to indemnify,defend and save harmless the State,its officers,agents and employees from.any;:and all claims and losses,accruing or resulting to'any'and all contractors, subcontractors, - ... .....— --_.._._....._. _1. . . ... .. . ..... .... materialmen,laborers and any other person,firm or corporation furnishing or supplying work services; t::.,materials,or supplies in connection with the performance.of this contract,and from any and all claims and losses accruing or resulting to any person,firth or corporation who may be injured ordamagedby.the :- Contractor in the performance of this contract..;, 2. The Contractor,and the agents and employees of Contractor,in the performance of the agreement,shall act in an independent capacity and not as officers or employees or agents of State of California. 3. The State may terminate this agreementand be relieved of the payment of any consideration to Contractor should Contractor fail to.perform the covenants herein contained at the time and in the manner herein provided. In the event of such termination the State may proceed with the work in any manner deemed proper by the State. The cost to the State shall be deducted from any sum due the Contractor under this agreement,and the balance,if any,shall be paid the Contractor upon demand. 4. Without the written consent of the State,this agreement is not assignable by Contractor either in whole or in part. 5. Time is of the essence in this agreement. 6. leo alteration or variation of the terms of this contract shall be valid unless made in writing and signed by the parties hereto,and no oral understanding or agreement not incorporated herein,shall be binding on any of the parties hereto. i. The consideration to be paid Contractor, as provided herein, shall be in compensation for all of Contractor's expenses incurred in the performance hereof, including travel and per diem, unless otherwise expressly so provided. .... 91 61014 s Standard Agreement Page 2 5. Contractor may make changes in any individual line item in the budget without prior authorization, provided that such changes in the aggregate as to any line item shall not exceed $2,000. If changes exceed $2,000, the Contractor must submit an explanation of the need for such excess and specifically identify the line item(s) to be reduced in order to increase the excess line item(s) and provided further that the State reserves the right to deny any such claim for any excess reimbursement on any item. It is further understood that in no event shall the maximum amount specified in Paragraph 3 of this Agreement be exceeded. 6. In consideration of duties performed in a manner acceptable to State, State shall reimburse Contractor, upon submission of an invoice, stating the time period covered, and stating the contract number, for actual expenditures in accordance with the Budget (as shown in the section entitled "Budget") to: State EMS Authority, 1930 Ninth Street, Suite 100, Sacramento, CA 95814. 7. Pursuant to Health and Safety Code Section 1797.110, State may pay up to twenty- . five percent (25%) of the total of this agreement upon request of the contractor. This advance payment will appear as a credit to the contracting agency's account, and costs incurred by the contracting agency will be deducted from the credit until the advance funds are exhausted or the contract period expires. In the event there is a credit surplus at the end of the term of this Agreement, or in the event there is a credit surplus and the Agreement is canceled by either party, Contractor will reimburse the credit to the State. 8. The attachment entitled "Implementation Schedule" is made a part of this agreement and is to be used as a basis for measuring progress of the duties to be performed by the Contractor. 9. The content and language of State Standard Form 17A (Non-Discrimination Clause) is adopted and is fully effective for all operations and services called for in performance of this contract. 10. The content and language of State Standard Form 19 (Statement of Compliance) is adopted and is fully effective for all operations and services called for in performance of this Agreement. 11. The content and language of State Standard Form 21 (Drug-Free Workplace Certification) is adopted and is fully effective for all operations and services called for in performance of this Agreement. 12. The section entitled "Federal Contract Funds" is made part of this agreement by this reference. ' Standard Agreement Page 3 13. Contractor agrees to abide with the following policies and procedures: A. Contractor shall allow the EMS Authority, or its duly authorized representatives, (a) to inspect or otherwise evaluate the quality, appropriateness, and timeliness of services performed under this Agreement, (b) to inspect, evaluate, and audit any and all books and records maintained by Contractor or any subcontractor pertaining to such services at any time during normal business hours. Books and records shall include, but are not limited to, all physical records originated or prepared pursuant to performance under this Agreement including working papers, reports, financial records, and books of account. Upon request, at any time during the period of this Agreement, Contractor shall furnish any such records, or copies thereof, to the State EMS Authority. Any reproduction costs which result from such a request will be paid by Contractor. B. Contractor shall prepare and maintain such books and records as may be necessary to disclose the manner in which it discharged its obligations under this Agreement. These books and records shall include records of employee time devoted to work under this Agreement, the amount of payment made for that time, the services performed by subcontractors, and the manner and amount of payment made for those services. Such books and records shall include, but are not limited to, all physical records originated or prepared pursuant to the performance under this Agreement, including working papers and financial records. These books and records shall be maintained for a minimum of three (3) years from the termination date of this Agreement, or in the event Contractor has been duly notified that the EMS Authority has commenced an audit or investigation of the Agreement, or such time as the matter has been resolved, whichever is later. C. All subcontracts entered into by Contractor to carry out the terms of this Agreement shall be in writing and contain all of the following: 1. Full disclosure of the method and amount of compensation or other consideration to be received by the subcontractor from Contractor; 2. specification of the services to be provided; 3. a statement that the subcontract shall be governed by and construed in accordance with all laws, regulations, and contractual obligations binding on Contractor; 4. subcontractor's agreement to submit reports as required by Contractor; and 5. the provisions of the Non-Discrimination Clause of this Agreement. Standard Agreement Page 4 14. Subcontracts over $10,000 must contain language stating that they meet the requirements of Public Contracts Code Sections 10115 et seq. This section requires state contracts to have participation goals of not less than 15 percent for minority business enterprises and not less than 5 percent for women business enterprises. 15. A subcontract entered into shall not become effective until it has been approved by the EMS Authority in writing, unless the State has acknowledged receipt of the proposed subcontract and has failed to approve or disapprove the proposed subcontract within thirty (30) days of receipt. Subcontract amendments shall be submitted to the EMS Authority for prior approval at least forty-five (45) days before the effective date of any proposed changes. Any such amendment shall become effective unless the EMS Authority expressly disapproves in writing such amendment and written notice thereof is received by Contractor within said 45-day period. 16. Subcontracts entered into by Contractor pursuant to this Agreement and all information received in accordance with this section shall be public records on file with the EMS Authority. 17. Contractor shall secure the agreement of any subcontractor to make all of its books and records, pertaining to the goods and services furnished under the terms of the subcontract, available for inspection, examination or copying by State, as follows: at all reasonable times at the subcontractor's place of business, or at such other mutually agreeable location in California; in a form maintained in accordance with the general standards applicable to such books or record keeping; and for a term of at least three (3) years following the close of the calendar year in which the subcontract was terminated. Further, any agreement with a subcontractor shall also contain: subcontractor's agreement that assignments or delegation of the contract shall be void unless prior written approval is obtained by Contractor from the EMS Authority; subcontractor's agreement to maintain and make available to the EMS Authority upon request, copies of all written subcontracts and make applicable items 13-C-1 through 13-C-5, hereinabove to its subcontractors; and subcontractor's agreement to hold harmless State in the event Contractor will not pay for services performed by the subcontractor pursuant to the subcontract. 18. Contractor agrees to abide by all policies and procedures as stated in the "Funding of Emergency Medical Services Agencies With State General Funds and Federal Block Grants" (August 1991). 19. Contractor or subcontractors shall not be authorized to copyright any documents related to this project without written approval of the Director of the EMS Authority. 20. Publication rights to any documents produced as a result of this Agreement are reserved to the EMS Authority. Standard Agreement Page 5 21. All materials and information collected or prepared under this Agreement shall become the joint property of the EMS Authority and Contractor. The EMS Authority shall have access to information collected as a result of this Agreement. 22. Any printed materials or videos developed for distribution with grant money awarded by the EMS Authority must include the following statement: "Funding provided by the State of California Emergency Medical Services (EMS) Authority under Special Project Grant #EMS-xxxx." 23. No equipment may be purchased by the Contractor for this project without prior approval from the EMS Authority. All equipment purchased with funds received through this contract will become the property of the State of California. 24. This Agreement may be terminated at any time for breach and the EMS Authority may terminate unilaterally and without cause upon thirty (30) working days written notice to the Contractor. All work performed pursuant to the Agreement and prior to the date of termination may be claimed for reimbursement. 25. Contractor shall not assign or transfer interest in this Agreement without the prior written consent of the EMS Authority. 26. This Agreement my be canceled at any time by either party, by giving thirty (30) days advance written notice to the other party. 27. Contractor agrees that, in the interest of enhancing public participation and knowledge, meetings of it's governing authority will be open to the public. Meetings which deal with legal or personnel matters shall be exempt. Notice of each public meeting shall be in accordance with Government Code Sections 54950 through 54961. 28. Contractor agrees to maintain a mailing list of interested individuals and organization contacts. If there is a reduction in federal funds supporting the program under which this Agreement is financed, the Contractor agrees to inform these individuals and organization contacts of the funding reduction. 29. In addition to the final project report required in Section H of the "Funding of Emergency Medical Services Agencies With State General Funds and Federal Block Grants," the Contractor shall, within sixty days following the end of the contract period, submit to the EMS Authority, a Project Abstract Report. This separate report shall be 10 to 15 pages, double spaced and submitted on an IBM compatible computer disc (WordPerfect format preferred). This document shall be suitable for reprint/publication for distribution to all appropriate EMS constituents. This report shall include all of the following sections: Introduction, Project Description; Tasks/Methodology; General Discussion; Results and; Conclusions. STATE OF CALIFORNIA 1 STD.17A(Now 5/83) NONDISCRIMINATION CLAUSE (OCP- 1) 1. During the performance of this contract,contractor and its subcontractors shall not unlawfully discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status, age(over 40)or sex.Contractors and subcontractors shall insure that the evaluation and treatment of their employees and applicants for employment are free of such discrimination. Contractors and subcontractors shall comply with the provisions of the Fair Employment and Housing Act(Government Code, Section 12900 et seq.) and the applicable regulations promulgated thereunder (California Administrative Code, Title 2, Section 7285.0 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code,Section 12990,set forth in Chapter 5 of Division 4 of Title 2 of the California Administrative Code are incorporated intothis contract by reference and made a part hereof as if set forth in full, Contractor and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. 2.This contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the contract. STATE OF CALIFORNIA DRUG-FREE WORKPLACE CERTIFICATION STD.21(NEW 11-90) COMPANY/ORGANIZATION NAME CONTRA MSTA rnT,TNrry The contractor or grant recipient named above hereby certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace. The above named contractor or grant recipient will: 1. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a). 2. Establish a Drug-Free Awareness Program as required by Government Code. Section 8355(b), to inform employees about all of the following: (a) The dangers of drug abuse in the workplace, (b) The person's or organization's policy of maintaining a drug-free workplace, (c) Any available counseling, rehabilitation and employee assistance programs, and (d) Penalties that may be imposed upon employees for drug abuse violations. 3. Provide as required by Government Code Section 8355(c), that every employee who works on the proposed contract or grant: �. (a) Will receive a copy of the company's drug-free policy statement, and (b) Will agree to abide by the terms of the company's statement as a condition of employment on the contract or grant. CERTIFICATION I, the official named below, hereby swear that I am duly authorized legally to bind the contractor or grant recipient to the above described certification. I am fully aware that this certification, executed on the date and in the county below, is made under penalty of perjury under the laws of the State of California. OFFICIAL'S NAME DATE EXECUTED EXECUTED IN THE COUNTY OF CONTRA COSTA COUNTY :.ON CTOA or GRANT RECIPIENT SIGNATURE �-7 �—G�I vrr! R, BOARD OF SUPERVISORS 651 PINE STREET, MARTINEZ, CALIFORNIA 94553 FEDERAL I.D.NUMBER =TIECIFCALIFORWA NONDISCRIMINATION COMPLIANCE STATEMENT STD.19(REV.3.91) COMPANY NAME CONTIA COSTA COUNTY The company named above (hereinafter referred to as "prospective contractor") hereby certifies, unless specifically exempted, compliance with Government Code Section 12990 and California Code of Regulations, Title 2, Division 4, Chapter 5 in matters relating to the development, implementation and maintenance of a nondiscrimination program. Prospective contractor agrees not to unlawfully discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, medical condition (cancer related), marital status, sex or age (over forty). CERTIFICATION I, the official named below, hereby swear that 1 am duly authorized to legally bind the prospective contractor to the above described certification.I am fully aware that this certification, executed on the date and in the county below, is made under penalty of perjury under the laws of the State of California. OFFICIAL'S NAME DATE EXECUTED EXECUTED IN THE COUNTY OF CONtRA COSTA PR 111 CONTRACTOR'S 1I1T1 R1_ P PECTNE CONTRACTOR'S TITLE (HAIR, BOARD OF SUPERVISORS PROSPECTIVE CONTRACTOR'S FEDERAL EMPLOYER IDENTIFICATION NUMBER 94-6000509 FEDERAL CONTRACT FUNDS 1. It is mutually understood between the parties that this contract may have been written before ascertaining the availability of congressional appropriation of funds for the mutual benefit of both parties in order to avoid program and fiscal delays which would occur if the contract were executed after that determination was made. 2. This contract is valid and enforceable only if sufficient funds are made available to the State by the United States Government for the purposes of this program. In addition, this contract is subject to any additional restrictions, limitations, or conditions enacted by the Congress or any statute enacted by the Congress which may affect the provisions, terms, or funding of this contract in any manner. 3. It is mutually agreed that if the Congress does not appropriate sufficient funds for the program, this contract shall be amended to reflect any reduction in funds. 4. The Department has the option to void the contract under the 30-day cancellation clause or to amend the contract to reflect any reduction of funds. Emergency Medical Services Authority Firearm Surveillance and Highway Injury Records Linkage Project Project Objectives July 1, 1993 to June 30, 1994 Highway Injury Records Linkage: 1. Obtain sufficient EMS prehospital care data to generate the Sensitivity Index for Contra Costa County. 2. Calculate the 8 basic indicators included in the Sensitivity Index, using Contra Costa County's linked crash data and EMS data, and augment EMS' current system data available for the purposes of quality assurance, 3. Identify data fields which are under-reported within HIRLS component data sets. 4. Successfully integrate local crash data, EMS data, and hospital records for January 1991 to December 1991. 5. Build the capability of the Health Department and local traffic engineers to map .the sites of motor vehicle injuries using geolocation software and to identify all "high collision locations." 6. Submit to the EMS Authority aggregate data that will take into account EMSA recommendations for a core prehospital data set. 7. Provide Contra Costa County's Safe Roads/ Safe Families Advisory Group with a county profile of pedestrian and bicycle injuries to aid in planning local injury prevention interventions. Firearm Surveillance: 8. To establish firearm injury reporting relationships between the Contra Costa Health Services Department (HSD) and John Muir Medical Center, Oakland Children's Hospital, Contra Costa Sheriff-Coroner Department, and Alameda County Coroner Department by September 1, 1993. 9. To establish firearm injury reporting relationships between Contra Costa HSD and the county's 13 Police Departments by September 30, 1993. 10. To establish and maintain a firearm Surveillance Advisory Subcommittee of the Contra Costa Childhood Injury Prevention Coalition including representation from: HSD Prevention Program, Emergency Medical Services, John Muir Medical Center, law enforcement, and community agencies. combined.obj 11. To activate firearm injury reporting systems and collect data on cases beginning July 1, 1993. To maintain collection through June 1, 1994 with a reporting compliance rate of 90 percent. 12. To identify and address barriers in surveillance reporting relationships by September,1993. 13. To develop and disseminate a report of firearm injuries and program recommendations for reducing firearm injuries in Contra Costa County by June 30, 1994. combined.obj Emergency Medical Services Authority Firearm Surveillance (FIRST) Highway Record Linkages System (HIRLS) Budget - July 1, 1993 to June 30, 1994 1. Research Analyst, .5 FTE 25,656. Contract Employee 2. Research Assistant, 1 FTE 32,640. Administrative Intern 3. Clerk Level B, .5 FTE 13,570. 4. Public Information Officer, .1 FTE 6,158. Contract Employee 5. Graduate Intern, .25 FTE 3,396. Student Worker Position 6. Programmer - Contract Salary 40 hours @ $40.00: 1,600. 7. Benefits 10,322. 8. Computer Hardware 4,500. 9. Color Printer 3,000. 10. Software 4,000. 11. Data Records Purchase 2,000. 12. Office Supplies/Computer Furniture 1,000. 13. Xeroxing/Printing 2,000. 14. Telephone 1,000. 15. Postage 1,000. 16. Travel 1,000. 17. Indirect Costs 17,158. 18. Total Request 130,000.