HomeMy WebLinkAboutMINUTES - 10192004 - C38-C44 TO: BOARD OF SUPERVISORS �
William Walker,M.D.,Health Services Director
FROM, By: Jacqueline Pigg,Contracts Administrator0 Contra
Costa
DATE: October 6, 2004 County
Approval of Contract Amendment Agreement#24-946-9 with Lovie Oliver
SUBJECT:
SPECIFIC REQUESTS)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION(@:
Approve and authorize the Health Services Director, or his designee (Donna Wigand) to execute on
behalf of the County, Contract Amendment Agreement #24-946-9 with Lovie Oliver, a self-
employed
elfemployed individual, effective September 21, 2004, to amend Contract #24-947-8, to decrease the
Contract Payment Limit by $1,500 from $33,795 to a new total of$32,295 with no change in the
original term,through June 30, 2005.
FISCAL IMPACT:
This Contract is funded by 12.5% Federal FFP, 12.5% State EPSDT and 75% Mental Health
Realignment.
This Contract Amendment Agreement reduction was included in the Department's Phase 2 Fiscal
Year 2004-2005 Budget Reduction Plan,approved by the Board on September 21,2004,
BACKGROUND/REASON"FOR.RECOMMENDATION(S):
Can June 15, 2004, the Board of Supervisors approved Contract#24-946-8 with Lovie Oliver for the
period from July 1,2044 through June 30,2005,to provide consultation and technical assistance with
regard to parent support services for the Children's Mental Health Program.
Approval of Contract Amendment Agreement #24-946-9 will decrease the Contract Payment Limit
and allow the Contractor to continue providing services,through June 30, 2005.
CONTINUEDT. YES -SIGNATURE:
s RECOMMENDATION OF COUNTY ADMINISTRATOR RECtj END ON OF BOARD COMMITTEE
APPROVE OTHER
l NAT RE ; € f
ACTION OF BOARD O � APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS ,
X I HEREBY CERTIFY THAT THIS IS A TRUE
f UNANIMOUS (ABSENT �j AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED
JOHN SWEETEN,CLERK OF THPE BOARD O
Contact Person: Donna Wigand 957-5111 SUPERVISORS AND COUNTY ADMINISTRATOR
CC: Health Services Dept. (Contracts) rt
Auditor-Controller
Risk Management I3Y !! Y; L --it ' __.. DEPUTY
Contractor
TO-,* BOARD OF SUPERVISORS �
FROM* William talker,M.D.,Health Services Director Contra
By: Jacqueline Pigg,Contracts Administrator Costa
DATE: October 6, 2004 County
SUBJECT: Approval of Contract Amendment Agreement#24-947-10 with Kathleen Davison ry
SPECIFIC REQUEST{S}OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECUMMENDATIUNM
Approve and authorize the Health Services Director, or his designee (Donna Wigand) to execute on
behalf of the County, Contract Amendment Agreement #24-947-10 with Kathleen Davison, a self-
employed
elfemployed individual, effective September 21, 2004, to amend Contract #24-947-9, to decrease the
Contract Payment Limit by $5,200 from $55,354 to a new total of$50,154 with no change in the
original term,through June 30,2005.
FISCAL IMPACT:
This Contract is funded. by 12.5% Federal, 12.5% State EPSDT and 75% Mental Health
Realignment.
This Contract Amendment Agreement reduction was included in the Department's Phase 2 Fiscal
Year 2004-2005 Budget Reduction Plan,approved by the Board on September 21,2004.
BACKGRQUND/REASQNISI FOR RECUMMENDATIUN4S :
4n June 15, 2004,the Board of Supervisors approved Contract#24.947-9 with Kathleen Davison for
the period from July 1, 2004 through June 30, 2005, to provide consultation and technical assistance
to the Children's Mental Health Program with regard to coordination of family involvement services.
Approval of Contract Amendment Agreement 24-947-10 will decrease the Contract Payment Limit
and allow the Contractor to continue providing services,through June 30, 2005.
CONTINUEDATTACHMENT, ---YES SIGNATURE:
t 4:f RECOMMENDATION OF COUNTY ADMINISTRATOR RECON NDA N OF BOARD COMMITTEE
_ 4�APPROVE n OTHER
l
SIGNA R � -
ACT#ON OF BOARD OZ w `s APPROVED AS RECOMMENDED � OTHER
VOTE/ F SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
,J UNANIMOUS (ABSENT,` } ANIS CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE MATE SHOWN,
ATTESTER
JOHN SWEETEN,CLERK OF T BOARD O _._
SUPERVISORS AND COUNTY ADMINISTRATOR
Contact Person: Donna Wigand 957-5111
CC° Health Services Dept (Contracts)
BY- �`b s � � 1 _.... DEPUTY
Auditor-Controller -
Contractor
TO: BOARD OF SUPERVISORS
ker,M.D. Health Services Director
t=R��a: William�Va1 , Contra
By: Jacqueline Pigg,Contracts Administrator Costa
DATE: October 6, 2004 County
SUBJECT: Approval of Contract#74-184-78 with Peter Freedman,MD
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION(S):
Approve and authorize the Health Services Director, or his designee (Donna.Wigand) to execute on
behalf of the County, Contract#74-184-78 with Peter Freedman,MD,a self-employed individual, in
an amount not to exceed $50,000, to provide Medi-Cal mental health specialty services, for the
period from October 1, 2004 through June 30,2006.
FISCAL IMPACT:
This Contract is funded by 49% State and 51%Federal FFP Medi-Cal Funds.
BACKGROUND/REASON(S)FOR RECOMNMNDATION(S):
On January 14, 1997, the Board of Supervisors adopted Resolution#97/17, authorizing the Health
Services Director to contract with the State Department of Mental Health to assume responsibility
for Medi-Cal mental health specialty services. Responsibility for outpatient mental health
specialty services involves contracts with individual, group and organizational providers to
deliver these services.
Under Contract #74-184-78, the Contractor will provide Medi-Cal mental health specialty services
through June 30,2006.
QQNTINUEQ ON ATTACHMENT: YES
""'RECOMMENDATION OF COUNTY ADMINISTRATOR RECO4ND ION OF BOARD COMMITTEE
z— APPROVE
OTHER
i LT
ACTION OF BOAR D ' APPROVED AS RECOMMENDED OTHER
VOTE PF SUPERVISORS
e, i HERESY CERTIFY THAT THIS IS A TRUE
UNANIMOUS (ABSENT£ ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED
JOHN SWEETEN,CLERK o0rHE BOAR OF
SUPERVISORS AND COUNTY ADMINISTRATOR
Contact Person. Donna Wigand 957-5111
CC: Health Services Dept. (Contracts)
Auditor-Controller `
Risk Management BY r DEPUTY
Contractor
TO: BOARD OF SUPERVISORS
FROM: William Walker,M.D.,Health Services Director � Contra
By: Jacqueline Pigg, Contracts Administrator Costa
DATE: October 6, 2004 County
SUBJECT: Approval of Contract#24-939-96(4)with Lilah Fox,MFT
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
a n,1;,VMML,NDATIONM
Approve and authorize the Health Services Director, or his designee (Donna Wigand) to execute on
behalf of the County, Contract #24-939-96(4) with Lilah Fox, MFT, a self-employed individual, in
an amount not to exceed $50,000, to provide Medi-Cal mental health specialty services, for the
period from October 1,2004 through June 30,2006.
FISCAL IMPACT:
This Contract is funded by 49°leo State and 51%Federal FFP Medi-Cal Funds.
BACKGRQUND/I ASUN(Sj FOR RECOMMENDATION(S):
On January 14, 1997, the Board of Supervisors adopted Resolution#97117, authorizing the Health
Services Director to contract with the State Department of Mental Health to assume responsibility
for Medi-Cal mental health specialty services. Responsibility for outpatient mental health
specialty services involves contracts with individual, group and organizational providers to
deliver these services.
Linder Contract#24-939-96(4),the Contractor will provide Medi-Cal mental health specialty services
through June 30, 2006.
e p`
QONTINUED.ON LUIACHMENT: .-SIGNATUREt
RECOMMENDATION OF COUNTY ADMINISTRATOR RE C EN ATION OF BOARD COMMITTEE
4 --APPROVE OTHER
1 NAT Rl=
ACTION OF B0ARD ' er APPROVED AS RECOMMENDED OTHER
61 4
VOTE OF SUPERVISORS
} I HERESY CERTIFY THAT THIS IS A TRUE
UNANIMOUS (ABSENT 3'r ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED
JOHN SWEtETEN,CLERK OF IE BOAR OF
SUPERVISORS AND COUNTS ADMINIST�ATOR
Contact Person: Donna Wigand 957-5111
CC: Health Services Dept. (Contracts) t
Auditor-Controller
.
Risk Management BY � °� DEPUTY
Contractor
TO: BOARD OF SUPERVISORS
FROM:
William'Waller,M.D.,1-lealth Services Director CtJ11tt'd
By: Jacqueline Pigg,Contracts Administrator
Costa
DATE: October 6, 2004 County
SUBJECT: Approval.of Contract#74-225-29 with Cheryl Mims,LCSW z/?
tom .
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECQMMINDATIQN(S):
Approve and authorize the Health Services Director, or his designee (Donna Wigand)to execute on
behalf of the County, Contract 474-225-29 with Cheryl Mims,LCSW, a self-employed individual, in
an amount not to exceed $50,000, to provide Medi-Cal mental health specialty services, for the
period from November 1, 2004 through June 30,2005.
FISCAL IMPACT:
This Contract is funded by 49%State and 51% Federal FFP Medi-Cal Funds.
BACKGRQUND/REASQN{S)POR RECQMMEN ATIQN{S}:
On January 14, 1997, the Board of Supervisors adopted Resolution#97/17, authorizing the Health
Services Director to contract with the State Department of Mental Health to assume responsibility
for Medi-Cal mental health specialty services. Responsibility for outpatient mental health
specialty services involves contracts with individual, group and organizational providers to
deliver these services.
Linder Contract #74-225-29, the Contractor will provide Medi-Cal mental health specialty services
through June 30,2006.
CONTINUED
T € '�
_RECOMMENDAT€ON OF COUNTY ADMINISTRATOR RECON ND €ON OF BOARD COMMITTEE
__-APPROVE OTHER
SIGNATURE
ACTION OF BOAR[ N APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
.UNANIMOUS (ABSENT t AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES:� AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: AF3STAIN:_ _ OF SUPERVISORS ON THE MATE SHOWN.
ATTESTED
,JOHN SWEETEN,CLERK OF T BOARD O
SUPERVISORS AND COUNTY ADMINIST OR
Contact Person:Donna Wigand 957-5111
CC: Health Services Dept. (Contracts) ,r
Auditor-Controller
Risk Management a� �'°'�'�`� ��� � �j � DEPUTE
Contractor
TO: BOARD OF SUPERVISORS
FROM: William Walker, M.D.,Health Services Director % e � � Contra
By: Jacqueline Pigg,Contracts Administrator Costa
DATE: Oetober 6, 2004E County
SUBJECT: Approval of Contract#74-225-30 with Sophie Soltani,Ph. D j
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION(S):
Approve and authorize the Health Services Director, or his designee (Donna Wigand) to execute on
behalf of the County, Contract #74-225-30 with Sophie Soltani, Ph. D, self-employed individual, in
an amount not to exceed $50,000, to provide Medi-Cal mental health specialty services, for the
period from November 1,2004 through June 30,2006.
FISCAL IMPACT:
This Contract is funded by 49% State and 51%Federal FFP Medi-Cal Funds.
BACKGROUND/REASON(S)FOR RECOMMENDATION(S):
On January 14, 1997,the Board of Supervisors adopted Resolution#97/17, authorizing the Health
Services Director to contract with the State Department of Mental Health to assume responsibility
for 'Medi-Cal meatal health specialty services. Responsibility for outpatient mental health
specialty services involves contracts with individual, group and organizational providers to
deliver these services.
Under Contract #74-225-30, the Contractor will provide Medi-Cal mental health-specialty services
through June 30,2006.
CONTINUED ON N
f RECOMMENDATION OF COUNTY ADMINISTRATOR REI MEN TION OF BOARD COMMITTEE
..e--
-'APPROVE OTHER
s
1 'j
ACTION OF BOARD o ; ` - APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
' UNANIMOUS (ASSENT > "`` ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: v '�
.�''NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN,
ATTESTED
JOHN SWEETEN,CLERK OF TH OARD OF/
SUPERVISORS AND COUNTY ADMINISTRAITOR
Contact Person:Danns Wigand 957-5111
CC: health Services Dept. (Contracts) {
Auditor-Controller • `
Risk Management BY '' 'r `�
DEPUTY
Contractor
TO: BOARD OF SUPERVISORS
FROM: William Walker,M.D.,Health Services Director ,` .- ContraBy: Jacqueline Pigg,Contracts Administrator
Costa
DATE: October 6,2004 County
SUBJECT: Approval of Contract#27-565--1 with DocuStream,Inc. 01,40
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMWNDATICIN(S):
Approve and authorize the Health Services Director, or his designee (Rich Harrison) to execute on
behalf of the County, Contract#27-565-1 with DocuStream,Inc., a corporation.,in an amount not to
exceed $85,000, to provide electronic claims processing, for the period from November 1, 2004
through October 31, 2005.
FISCAIv,IMPACT:
This Contract is funded 100% by Contra Costa Health Plan (Health Plan) member premiums.
Costs depend upon utilization. As appropriate,patients and/or third party payors will be billed for
services.
BACKGR.OUND/RFASON(S)FOR RECCII'1 MIENDATION(S):
On October 28, 2003, the Board of Supervisors approved Contract #27-565 with DocuStream, Inc.,
for the period from. November 1, 2003 through October 31, 2004, for the provision of electronic
claims processing including scanning, storage, encryption and retrieval.
Approval of Contract #27565--1 will allow the Contractor to continue providing services through
October 31, 2005.
-CONTINUE.DINT
RECOMMENDATION OF COUNTY ADMINISTRATOR REC6LEtITION OF BOARD COMUMITTEE
APPROVE OTHER
(_
ACTION OF BOARD APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS r
I HEREBY CERTIFY THAT THIS IS A TRUE
-- ? UNANIMOUS {ABSENT? AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: - AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT- ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED .. :_ % d
JOHN SWEETEN,CLERK OF THE
E BOARDS&
SUPERVISORS AND COUNT''ADMINISTRATOR
Contact Person: Rich Harrison 313-600$
CC: Health Services Dept. (Contracts)
Auditor-Controller
Frisk Management t_j r. DI EUI
Contractor
TO; BOARD OF SUPERVISORS
FROM: William Walker, M.D. , Health Services director ." - Contra
By Jacqueline Pigg, Contracts Administrator
CC3StB
DATE: October 6, 2004 County
SUBJECT: Approval of Contract Cancellation Agreement #22-893-2
with Julie A. Smith-Gagen
SP-ECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RZCQM02 IS ACTION:
Approve and authorize the Health Services Director, or his
designee (Wendel Brunner, M.D. ) , to execute, on behalf of the
County, Contract Cancellation Agreement #22-893-2, to cancel
Contract #22- 893 (as amended by Contract Amendment/Extension
Agreement #22893-1) with Julie A. Smith-Gagen, a self-employed
individual, effective at the close of business on September 30,
2004 .
FISCAL RCT'
This Contract was funded 100% by Federal Bioterrorism Grant Funds.
In March 20104 the County Administrator approved and the Purchasing
Services Manager executed Contract #22--893 (as amended by Contract
Amendment/Extension Agreement #22-893-1) with Julie A. Smith-Gagen
for the provision of consultation and technical assistance with
regard to Geographic Information System implementation for the
period. from February 1, 2004 through December 31, 2004 .
In accordance with the Paragraph 5. 1 (Termination and
Cancellation) of the Contract (General Conditions) , the Department
and the Contractor have agreed to a mutual cancellation of this
Contract, and approval of Contract Cancellation Agreement #22--893-
2 will accomplish this termination. Another Contractor under a
different Contract will provide these services.
✓ +�.
{
s✓ ~ RECOMMENDATION OF COUNTY ADMINISTRATOR REi bME DATION OF BOARD COMMITTEE
</ 4PPROVE ___,_OTHER
_ r �
IG U S
ACTION Or BOARD APPROVED AS RECOMMENDED OTHER
MOTE OF SUPERVISORS
' !HEREBY CERTIFY THAT THIS IS A TRUE
rX. UNANIMOUS (ABSENTT AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN:, OF SUPERVISORS ON THE DATE SHOWN.
y y1 Y ) ft
ATTESTED �'Lt fL
JOHN SWEETEN,CLERK OF I;BOARD F
SUPERVISORS AND COUNT`(ADMINIST.ATOR
Contact Person: Wendel Brunner, M. D. (313-6712)
CC: Health Services wept. (Contracts)
Auditor-Controller `� },f
Risk Management meat E3Y g � � � DEPUTY
Contractor
TO: BOARD OF SUPERVISORS
William Walker, M. D. , Health Services Director
FROM: By: Jacqueline Pigg, Contracts Administrator -' Contra
_ } Costa
MATE: October 7, 2004
COl.IntJi
SUBJECT: Correct Board action on July 20, 2004, Item C. 55 with On Assignment
(dba Healthcare Financial Staffing)
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMA3ENDATION(S) :
Correct the Board Order which was approved by the Board of Supervisors
on July 20, 2004, (C. 55) with On Assignment (dba Healthcare Financial
Staffing, a corporation, to correct the name of the Contractor to read
On Assignment Staffing Services, Inc. , (dba On Assignment Healthcare
Staffing) , in an amount not to exceed $950, 000 to provide temporary
help registry staffing services, for the period from June 1, 2004
through May 31, 2005.
FISCAL IMPACT:
Funding for this contract is included in the Health Services Department
Enterprise I budget.
BACKGROUND/REASON(S) FOR RECOMMENDATION(S) :
On July 20, 2004, the Board of Supervisors approved Contract #26-327-11
with On Assignment (dba Healthcare Financial Staffing) , to provide
temporary help registry staffing services to Contra Costa Regional
Medical Center, for the period from June 1, 2004 through May 31, 2005.
Due to the mutual mistake of the parties, the contract did not
accurately reflect the correct business name of the Contractor. The
Contractor' s official business name should read, On Assignment Staffing
Services, Inc. , (dba On Assignment Healthcare Staffing) , a Corporation.
Approval of this Board Order will correct the name and allow the
Contractor to continue providing temporary help services, on an as-
needed basis, through May 31, 2005 .
CONTINUED-ONTTA ENT" ( NAT 'S`
"-,"RECOMMENDATION OF COUNTY ADMINISTRATOR RE40ME40ATION OF BOARD COMMITTEE
-.,. APPROVE OTHER '
IGN TUR 5 :
ACTION OF BOARD N ' < f %' APPROVED AS RECOMMENDED _ ,t' _ OTHER
VOTE OF SUPERVISORS
k
I HEREBY CERTIFY THAT THIS IS A TRUE
`' UNANIMOUS {ABSENT `' �' ) ANl?CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED
JOHN SWEETEN,CLERK OF 'HE BOARD,6F
SUPERVISORS AND COUNTY ADMINISTRATOR
Contact Person: Jeff Smith, M.D. 370-5113
r.
CC: Health Services Dept. (Contracts)
Auditor-Controller �
Risk Management 9Y DEPuTY
Contractor ---.
TO: BOARD OF SUPERVISORS - CONTRA
FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES y COSTA
DATE: OCTOBER 19, 2004 COUNTY
SUBJECT: APPROVE THE SECOND AMENDMENT TO THE CONSULTING SERVICES AGREEMENT
WITH BAHR ARCHITECTS, INC. FOR THE LABOR DELIVERY ROOM PROJECT AT THE
CONTRA COSTA REGIONAL MEDICAL CENTER, 2500 ALHAMBRA AVE 26 -
RTINEZ
FOR THE HEALTH SERVICES DEPARTMENT (WH631 B formerly WW0374)
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION
I. APPROVE the Second Amendment to the Consulting Services Agreement dated April 15, 2003
with Bahr Architects, Inc., in the amount of$5,580, increasing the payment limit from $27,600 to
$33,180 for the Labor Delivery Roam Project at the Contra Costa Regional Medical Center,
25010 Alharrbra Avenge, Martinez for the Health Services Department.
2. AUTHORIZE the Director of General Services, or designee, to execute the Second Amendment
to the Consulting Services Agreement and to issue written authorizations for extra work, in
addition to the authorization for the Second Amendment, provided that the cumulative total extra
cost for all such authorizations shall not exceed $2,500.
FINANCIAL IMPACT
Project costs are budgeted in the Health Services Enterprise Fund operating budget.
BACKGROUND
On April 1 , 2003, the Director of General Services executed a Consulting Services Agreement with
Bahr Architects, Inc. to provide architectural/engineering design services to create a Labor Delivery
Room at the Contra Costa Regional Medical Center.
The First Amendment increased the scope of services to provide additional programming, design
drawings, and contract administration services.
The Second Amendment increases the scope of services for services related to the re-bidding of the
project. The project had to be re-bid because the original bids were all deemed non-responsive. The
Second Amendment also provides for additional construction administration support.
CONTINUED ON ATTACHMENT:. ---YES SIGNATURE:
ECOMMENDATION OF COUNTY ADMINISTRATOR -RECOMMENDATION OF BOARD COMMITTEE
"APPROVE _�OTHER
i
SIGNATURES:g
ACTION OF BO AR ON Qt;; 4 A f y-.-: APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
UNANIMOUS(ABSENT ,.
AYES: OE
W� S:_ _
ABSENTS: ABSTAIN:
MEDIA CONTACT:BARTON J.GILBERT(313-7100)
Originating Dept.:General Services Department
cc: General Services Department #HEREBY CERTIFY THAT THIS IS A TRUE
Capital Projects Management Division AND CORRECT COPY OF AN ACTION TAKEN
AND ENTERED ON THE MINUTES OF THE BOARD
Accounting OF SUPERVIS R5 Ohl THE DATE SHO
CPM File: 250-0324fA.1.1 y� 1
250-03241A.5 ATTESTED �` '
County Administrator's Office JOHN SWEETEN,CLERK OF THE)BOARD OF SUP VISORS
County Counsel AND;�;OUNTYADMINISTRATOR
Auditor Controller " f
Health Services { )CPMvia Department y
p �� :i .
Bahr Architects,Inc.(via CPM) By ' �Z `-- DEPUTY
H:\2003\2500324\03L024073b.doc TJ:TB Page 1 of 1 M382(10/88)
File:250-0324/A.I.1
SECOND AMENDMENT TO CONSULTING SERVICES AGREEMENT
TO CREATE A LABOR DELIVERY ROOM
AT THE CONTRA COSTA REGIONAL MEDICAL CENTER,
2500 ALHAMBRA AVENUE,MARTINEZ
FOR THE HEALTH SERVICES DEPARTMENT
(WH63IB formerly WW0374)
I. Effective Date and Parties: Effective October 19, 2004, Bahr Architects, Inc. (herein called "Consultant"), a California Corporation, and the
County of Contra Costa(herein called"County"),a political subdivision of the State of California,mutually agree as follows:
2. Purpose: On April 15, 2003,the parties entered into a contract entitled "Consulting Services Agreement," referred to as the"Agreement," which
covers architectural/engineering design services for creating a Labor Delivery Room at the Contra Costa Regional Medical Center,2500 Alhambra
Ave.,Martinez. The Agreement has previously been amended as follows: First Amendment dated October 7, 2003. The parties desire to further
amend the Agreement to expand the scope of service and to increase the payment limit accordingly.
3. Amendments to Agreement:
A. In the Agreement,Section I(c),change the Payment Limit from$27,600 to$33,180,an increase of$5,580. This change shall apply to charges
from and after May 17,2004.
B. In accordance with Section 14 of the Agreement provide the following:
Provide additional services for the re-bid of the project,re-review of shop drawings,and additional construction administration support.
4. Effect:
Subject to the revisions made by this and any prior amendments,the Agreement shall remain in full force and effect.
5. Signature:
"These signatures attest the parties'agreement hereto:
PUBLIC AGENCY CONSULTANT
By: Date: Type of business:
Barton J.Gilbert (Designate type—corporation,sole proprietorship,partnership,
Director of General Services/Purchasing Agent partnership,government agency,limited liability company,etc.)
If corporation,state of incorporation:
By:
Title:
(Designate official capacity in the business)
By:.__.. _
Title:
(Designate official capacity in the business)
Note to Consultant: For corporations,the contract must be signed by two officers. The first signature must be that of the chairman of the board,president
or vice-president; the second signature must be that of the secretary, assistant secretary, chief financial officer or assistant treasurer. (Civ. Code, Sec.
1190 and Corps.Code,Sec.313.) The acknowledgment below must be signed by a Notary Public.
................................................................................................................................................................................I............
CERTIFICATE OF ACKNOWLEDGMENT
State of California )
ss
County of )
On the date written below,before me,the undersigned Notary Public,personally appeared the person(s)signing above for Consultant,personally known
to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument
the person(s),or the entity upr,n behalf of which the person(s)acted,executed the instrument.
WITNESS my hand and official seat.
Dated:
[Notary's Seal] Notary Public
RECOMMENDED FOR APPROVAL:
By: APPROVED AS TO FORM:
Senior Deputy County Administrator SILVANO B.MARCKESI
County Counsel
By:
Deputy
JC:ainc
Attachment
H:1200312500324103L024074a.cloc page 1 of I
LhI
.-TT-
TO:
TO: BOARD OF SUPERVISORS,AS THE GOVERNING BOARD OF CONTRA COSTA COUNTY
PUBLIC WORKS DEPARTMENT
FROM: MAURICE SHIU,PUBLIC WORKS DIRECTOR
DATE: OCTOBER 19, 2004
SUBJECT: Approve and Authorize a Consulting Services Agreement with The Watershed Project for the
Community Watershed Stewardship Grant Program(WO#7517-6W7216)
SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION
I. Recommended Action:
APPROVE and AUTHORIZE the Public Works Director or designee to execute a three year contract with
The Watershed Project (a non-profit organization) in the amount of$300,000 to provide services for the
development,administration and implementation of the Community Watershed Stewardship Grant Program
for the Unincorporated County Clean Water Program, for the period October 12, 2004 through June 30,
2007, Countywide. (Stormwater Utility Assessment Revenue, SUA 17 Funds) (All Districts)
Continued on Attachment: X SIGNATURE:
C
RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURES :
ACTION OF BOARD ONUILA, > ;• APPROVED AS RECOMMENDED OTHER
f
V�.TE OF SUPERVISORSt=��6y
J UNANIMOUS(ABSENT )
AYES: NOES—
ABSENT: ABSTAIN:
I hereby certify that this is a true and correct
copy of an action taken and entered on the minutes
of the Board of Supervisors on the date shown.
ATTESTED:
TR:cw JOHN SWEETEN,Clerk of the Board
G CnpData\FlactMdministratiorAaoard ordc s\2oon so\WP so 10_19_04.doe of Supervisors and County Administrator
Orig.Dtv: Public Works Department '
Contact: Tonya Redfield(925)313-2313
cc: CAO � 5". ,ru
County Counsel By e. ,Deputy
SUBJECT: Consulting Services Agreement with "The Watershed Project" for Contra Costa County
Community Watershed Stewardship Grant Program(WO#7517-6W7216)
DATE: October 19, 2004
PAGE: 2
II. Fiscal Impact:
There will be no impact to the General Fund. The County will fund this contract with stormwater utility
assessment revenue.
11I. Reasons for Recommendations and Background:
Due to limited staff resources, the Contra Costa County Public Works Department(County Watershed
Program)would like to partner with the Watershed Project(WP) to develop and administer a three-year
grant program benefiting Contra Costa County watershed groups. The WP is a local non-profit who was
previously known as Aquatic Outreach Institute.
The Community Watershed Stewardship Grant Program(Program)will provide up to eight multi-year
grants of$5,000 to$40,000 each per year. The total Program budget is$300,000. The WP will disperse
$233,862 in grant funds over three years to local watershed stewardship projects and will retain the
remaining$66,137 for administering the Program.
The WP will assist the County in developing the Program including grant assessment criteria,program
guidelines,proposal evaluation standards, an application packet, award criteria, and the general project
schedule. The WP's responsibilities will also include assisting the County with developing grantee
reporting guidelines, disbursement protocols, a contract form, and grantee payment schedule. The WP
will facilitate the grant solicitation process and set up various Program planning meetings.
The County will make the final decision on grant awards. The WP will distribute grant payments to the
awardees from a total of$233,862 in County funds, held in trust by the WP for that purpose. The WP
will provide the necessary administrative services to support the grant program as described further
below.
IV. Consequences of Negative Action:
The County will miss an opportunity to meet the San Francisco and Central Valley Regional Water Quality
Control Board requirements for watershed-wide stormwater pollution prevention,education,and volunteer
activities per our Joint Municipal National Pollutant Discharge Elimination System stormwater permit.
,
CONSULTING SERVICES AGREEMENT
fig
1. Special Conditions.These Special Conditions are incorporated below by reference.
(a) Public Agency: Contra Costa County Public Works Department
(b) Consultant's Name &Address: The Watershed Proiect
155 Richmond Field Station
1327 South 46th Street
Richmond, CA 94804
(c) Project Name, Number&Location: Contra Costa County Community Watershed Stewardship Grant Program
(d) Effective Date: October 12, 2004
(e) Payment Limit(s): $300,000
(f) Completion Date(s): June 30,2007
(g) Federal Taxpayer's I.D. or Social Security Number: 91-1767292
2. Signatures. These signatures attest the parties'agreement hereto:
Recommended by-Department CONSULTANT
By: Maurice M. Shiu, Public Works Director/
Chief Engineer, or Designee
°' a 't
By: � � �'� Bye �
(D igna offici I acity in the businessType of
Business: (sole oprietorship, government agency,
partnership, corp ration, etc.)
If Corporation, State of Incorporation: �t
(Designate official capacity in the business)
Note to Consultant:For corporations,the contract must be signed by two officers.The first signature must be that of the chairman of the board,president,or
vice-president;the second signature must be that of the secretary,assistant secretary,chief financial officer,or assistant treasurer.(Civ.Code,Sec.1190 and
Corps.Code.Sec.313.)The acknowledgment below must be signed by a Notary Public.
3. Parties. Effective on the above date,the above-named Public Agency and Consultant mutually agree and promise as follows:
4. Employment.Public Agency hereby employs Consultant,and Consultant accepts such employment,to perform the professional
services described herein, upon the terms and in consideration of the payments stated herein.
5. Scope of Service. Scope of service shall be as described in Appendix A and Appendix B(Tasks and Deliverables), attached
hereto and made a part hereof by this reference.
6. Rem Disclosure Section. Any document or written report prepared hereunder by Consultant, or a subcontractor,for Public
Agency shall contain,in a separate section,the numbers and dollar amounts of this contract and all subcontracts relating to the
preparation of such document or written report, provided that the payment limit specified in Sec. 1(e)exceeds$5,000.When
multiple documents or written reports are the subject or products of this agreement,the disclosure section may also contain a
statement indicating that the total contract amount represents compensation for multiple documents or written reports.
CONSULTING SERVICES AGREEMENT
1, Special Conditicns.These Special Conditions are incorporated below by reference.
(a) Public Agency: Contra Costa Countv Public Works D-wartment
(b) Consultants Name&Address: The_Watgrshed Proiect
155 Richmond Field Station
I327_South 46th Street
Rich-mond,CA 94804
(c) Project game,Number&Location: Contra Costa County Community Watershed Stewardship Grant Program
(d) Effective Date:October 12,2004
(e) Payment Limit(s):$300,000
(f) Completion Date(s):June 30,2007
(g) Federal Taxpayers I.D.or Social Security Number:91-1767292
2,Signatures. These signatures attest the parties"agreement hereto:
-Recommended by Deoartmr nt QNSULTANT
By: Maurice M.Shiu,Public Works Director/
Chief Engineer,or Designee
By: By:
(Designate official capacity in the business Type of
Business:(sole proprietorship,government agency,
partnership,corporation,etc.)
If Corporation,State of Incorporation: CAU 170 S. t A
By:
(Designate official capacity in the business)
CHAIR. o;: roe bf>A�j 54F_WATSRGtAE3> N-WELT
Note to Coneyit;ant:For corporations,the contract must be signed by two officers.The first signature trust be that of the chairman of the board,president,or
vice-president:the second signature must be that of the secretary,assistant secretary,chief financial officer,or assistant treasurer.(Civ,Code,Sec.1190 and
Corps.Code,Sec.313)The acknovdedgment below must be signed by a Notary Public,
3. P rtie .Effective on the above date,the above-named Public Agency and Consultant mutually agree and promise as follows:
4. Emolovment.Public Agency hereby employs Consuitant,and Consultant accepts such employment,to perform the professional
services described herein,upon the terms and in consideration of the payments stated herein.
5. S ooe of Service.Scope of service shall be as described in Appendix A and Appendix B(Tasks and Deliverables),attached
hereto and made a part hereof by this reference.
6. Remit Disclostare Section.Any document or written report prepared hereunder by Consultant,or a subcontractor,for Public
Agency shall contain,in a separate section,the numbers and dollar amounts of this contract and all subcontracts relating to the
preparation of such document or written report,provided that the payment limit specified in Sec. 1(e)exceeds$5,000.When
multiple documents or written reports are the subject or products of this agreement,the disclosure section may also contain a
statement indicating that the total contract amount represents compensation for multiple documents or written reports.
7. insurance.Consultant shall,at no cost to Public Agency,obtain and maintain during the term hereof:(a)Workers'Compensation
Insurance pursuant to state law; (b) General Liability Insurance with minimum coverage of $1,000, and a maximum
deductible of$50.000;and(c)Comprehensive General Liability insurance,including blanket contractual(or contractual liability)
coverage,broad form property damage coverage,and coverage for owned and non-owned vehicles,with a minimum combined
single limit coverage of$1.000.000 for all damages due to bodily injury, sickness or disease, or death to any person, and
damage to property, including the loss of use thereof, arising out of each accident or occurrence,and naming Public Agency,
Contra Costa County Public Works-De artment, its/their governing bodies, officers and employees as additional insureds.
Consultant shell promptly furnish to Public Agency certificates of insurance evidencing such coverage and requiring 30 days'
written notice to Public Agency of policy lapse, cancellation or material change in coverage.
8. Payment. Public Agency shall pay Consultant for professional services performed at the rates shown in Appendix C(Budget)
attached hereto,which include all overhead and incidental expenses,for which no additional compensation shall be allowed.
Notes€thstanding the foregoing,those incidental expenses specifically itemized in Appendix B shall be reimbursable by Public
Agency to Consultant, provided that Consultant submits copies of receipts and, if applicable, a detailed mileage log to Public
Agency. In no event shall the total amount paid to Consultant exceed the payment limit(s)specified in Sec. 1(e)without prior
written approval of the Public Agency. Consultant's billing statements shall be submitted at convenient intervals approved by
Public Agency and shall list, for each Item of services, the employee categories, hours and rates. Public Agency will pay
consultant in accordance with the requirements of Civil Code Section 3320 as applicable.
9. Status.The Consultant is an independent contractor, and shall not be.considered an employee of Public Agency.
10. Time for Completion. Unless the time is extended in writing by Public Agency,Consultant shall complete all services covered by
this Agreement no later than the Completion Date(s)listed above.
11. Record Retention and Auditing.Except for materials and records delivered to Public Agency,Consultant shall retain all materials
and records prepared or obtained in the performance of this Agreement,including financial records,for a period of at least five
years after Consultant's receipt of the final payment under this Agreement. Upon request by Public Agency, at no additional
charge,Consultant shall promptly make such records available to Public Agency,or to authorized representatives of the state
and federal governments, at a convenient location within Contra Costa County designated by Public Agency, and without
restriction or limitation on their use.
12. Documentation.Consultant shall prepare and deliver to Public Agency at no additional charge,the items described in Appendix
A to document the performance of this Agreement and shall furnish to Public Agency such information as is necessary to enable
Public Agency to monitor the performance of this Agreement.
13. Ownership of Documents.All materials and records of a finished nature,such as final plans,specifications,reports,and maps,
prepared or obtained in the performance of this Agreement,shall be delivered to and become the property of Public Agency.All
materials of a preliminary nature,such as survey notes,sketches,preliminary plans,computations and other data,prepared or
obtained in the performance of this Agreement,shall be made available,upon request,to Public Agency at no additional charge
and without restriction or limitation on their use.
14. Extra Work. Any work or services in addition to the work or services described in Appendix A and Appendix B shall be
performed by Consultant according to the rates or charges listed in Appendix C. In the event that no rate or charge is listed for a
particular type of extra work, Consultant shall be paid for the extra work at a rate to be mutually agreed on prior to
commencement of the extra work. In no event shall Consultant be entitled to compensation for extra work unless a written
authorization or change order describing the work and payment terms has been executed by Public Agency prior to the
commencement of the work.
15. Payment Retention. No Retention Necessary for this contract.
16. Termination by Public Agency.At its option,Public Agency shall have the right to terminate this Agreement at anytime by written
notice to Consultant,whether or not Consultant is then in default.Upon such termination,Consultant shall,without delay,deliver
to Public Agency all materials and records prepared or obtained in the performance of this Agreement,and shall be paid,without
duplication, all amounts due for the services rendered up to the date of termination.
17. Abandonment by Consultant. In the event the Consultant ceases performing services under this Agreement or otherwise
abandons the project prior to completing all of the services described in this Agreement,Consultant shall,without delay,deliver
to Public Agency all materials and records prepared or obtained in the performance of this Agreement,and shall be paid for the
reasonable value of the services performed up to the time of cessation or abandonment, less a deduction for any damages or
additional expenses which Public Agency incurs as a result of such cessation or abandonment.
APPENDIX A
Scope of Services
Community Watershed Stewardship Grant Program
Background
The County will partner with the Watershed Project(WP)to develop and administer a
three-year grant program benefiting Contra Costa County watershed groups.
The Community Watershed Stewardship grant Program(Program)will provide up to
eight multiyear grants of$5,000 to $40,000 each per year. The total Program budget is
$300,000. The WP will disperse$233,862 in grant funds over three years to local
watershed stewardship projects and will retain the remaining $66,137 for administering
the Program.
The WP will assist the County in developing the Program including grant assessment
criteria,program guidelines,proposal evaluation standards, an application packet, award.
criteria,and the general project schedule. The WP's responsibilities will also include
assisting the County with developing grantee reporting guidelines, disbursement
protocols,a contract form, and grantee payment schedule. The WP will facilitate the
grant solicitation process and set up various Program planning meetings.
The County will mare the final decision on grant awards. The WP will distribute grant
payments to the awardees from a total of$233,862 in County funds,held in trust by the
WP for that purpose. The WP will provide the necessary administrative services to
support the grant program as described further below.
Program Goals
The Program goals are to;
• Foster new and expand existing watershed stewardship and restoration
activities among local community advocacy groups.
• Encourage local watershed stewardship groups to expand the scope of their
current efforts by competing for funding that can be used for on-the-ground
project administration, coordination,and/or restoration.
• Enable the County to partner with local citizens to improve the condition of
watersheds,thus benefiting water quality, human health and the environment.
• Provide an opportunity to educate County residents about the County
Watershed Program, our water quality goals, and how their stormwater utility
assessment fees are being used to directly benefit their neighborhoods and
watersheds.
• Allocate grant funds to demonstrate measurable beneficial impacts to local
watersheds, allowing the County to further the provisions of our National
Pollutant Discharge Elimination System (NPDES)permit.
The WP will announce and organize a pre-application workshop for all potential
Applicants. The goal of the workshop will be to gather feedback about the program and
give the groups some in-sight into what the application process will entail and the kind of
projects that are most likely to be funded, based on the C P's priorities.
The WP will disseminate the program information through a Grant Application process
(Process). The WP will be responsible for all aspects of the Process including but not
limited to the following:
• Identify all potential Applicants within Unincorporated Contra Costa County.
• Sent out pre-application workshop announcements.
+ Mail {hardcopy}Application Packages to all potential Applicants.
Outreach the grant opportunity through various forums and websites: Contra
Costa County Watershed Forum, Contra Costa Clean Water Program website, etc.
+ Contact watershed groups individually to ensure receipt of grant information.
+ Provide guidance to Applicants on an as needed basis.
+ Collect Application Packages.
• Prepare packets for CWP review.
• Provide final packets to CWP.
Immediately after the Application Package deadline,the WP will compile proposals and
supporting documents for CWP review. The WP will also prepare a one-page executive
summary of each Application Package that will include a succinct summary of the
proposal and an assessment of the proposal's relevance to the established evaluation
criteria. These materials will be provided to the CWP to evaluate the proposals and make
all the grantee award decisions. The WP will support CWP in contacting applicants to
request further information if needed. CWP will be solely responsible for award
decisions.
The CWP will provide final grantee decisions to the WP. The WP will send letters to
unsuccessful Applicants notifying them of the status of their application. The WP will
also send award letters, on County-provided letterhead,to all grantees and set up a
grantee workshop. The workshop will give grantees contact guidelines, grant
disbursement information,reporting protocols, and answer questions. CWP staff will be
present at this meeting. The WP will then move forward with the contracting process.
See the next section, Project Tasks, for an outline of major tasks following the program
outreach process.
Project Tasks
The major project tasks are outlined below. See Appendix B—Tasks and Deliverables,
for detailed subtasks and the deliverable schedule.
Year 1
1-1 Develop grant goals/objectives,guidelines,application,award criteria,reporting guidelines,draft
disbursement protocols,contract format,and grantee payment schedule.
1-2 Publicize grant application to all creek groups in Contra Costa County.
1-3 Process applications and facilitate selection process.
• Distributing grantee advances.
• Collecting all proof of expenses.
• Providing all records receipts and proof of expenses to the CWP.
• Return any unspent advance funding to the C'WT at the end of the project term.
The WP will invoice the CWP separately for administrative fees associated with their
role in this program. Administrative invoices may be submitted monthly or quarterly.
Each invoice should include an update on the status of the Program.
Annual grant disbursements that are not expended by the end of each year will be rolled
over to the next year. The WP will provide detailed expenditure documentation in
support of grant disbursements at the end,of each year. Any remaining unspent funds at
the end of the third year(contract term)will be returned to the County.
The CWP will make bi-annual payments of grantee funds to the WP that will be held in
trust to cover grantee award disbursements. Following;is an outline of the grantee
payment schedule.
Grantee Payment Schedule
Amount Date
Year 1 Advance for Grantee Disbursements.
CWP to pay 50%of Year 1 total. $38,115.50 12/30/04
CWP to pay remaining funds for Year 1. $38,115.50 3/1/05
Year I .Subtotal $76,231
Year 2 Advance for Grantee Disbursements
CVVT to pay 50%of Year 2 total. $39,666 6115/05
CWP to pay remaining funds for Year 2. $39,666 12/1/05
Year 2 Subtotal $79,332
Year 3 Advance for Grantee Disbursements.
CWP will pay 50%of Year 3 total. $39,149.32 6/15/06
CWP will pay remaining funds for Year 3. $39,149.32 12/1/06
Year 3 Subtotal $78,299
Total Grantee Disbursements $233,862
Sunshine Previsions
The WP's administration of this program will not preclude creek groups affiliated with
the WP from applying for grants under the program. To prevent any conflict of interest,
decisions about awards would be made exclusively by CVIP staff: Furthermore,the WP
program administrator will not be a coordinator of any WP-affiliated creek group that
applies for funding.
5
B. CWP will pay remaining funds for Year 1: $38,115.50 311105
1.8 Pay disbursements to grant recipients.
A. Reimburse grant recipients according to the Grantee Payment Schedule. To be developed at
Planning Meeting 93
B. Conduct mid-term interviews with grantee to assure work is progressing according to 4/1/05
scone and schedule.
C. If needed, revise scope or schedule with grantee and establish revised disbursement 4/1.5/05
schedule.
1-9 Submit administrative cost invoice to CWP on a monthly or quarterly basis.
1-10 Provide technical assistance to grant awardees.
A. Provide ongoing(at least quarterly)follow-up to grantees to ensure groups have the throughout term of
information and resources necessary-to meet their stated goals. contracts
B. Provide technical assistance(an average of 24 hours per year per group)on an as- throughout term of
needed basis. This is in addition to the technical support provided for application contracts
preparation and contract development.
1-11 Write interim annual reports as specified by CWP 6/15/05
1-12 Evaluate grant program. 5/25/05
A. Facilitate a meeting with CWF to present Year I program results and recommendations 6/15/05
to cmrp.
1-13 Revise grant goals/objectives,guidelines,application,award criteria,reporting guidelines, 2/28/05
draft disbursement protocols,contract format,and grantee payment schedule.
A. Prepare revision to draft grant guidelines, grant application,award criteria, and
reporting guidelines, grant goals/objectives, guidelines, application,award criteria, 2/28/05
reporting guidelines, draft disbursement protocols, contract format, and grantee
navment schedule.
B. Meet with CWF to discuss various draft documents. 3/7/05
C. CWP to approve grant guidelines, grant application, award criteria, and reporting
guidelines, grant goals/objectives, guidelines, application, award criteria,reporting 3/15/05
guidelines, draft disbursement protocols, contract format, and grantee payment
schedule.
D. Finalize all program documents. 3/15/05
1-14 Revise grantee contract format and payment protocols.
A. Revise draft grantee contract format and reimbursement protocols. 2/28/05
B. Meet with CWF to approved and finalize contract format and grantee payment
317/05
protocols.
1-15 Publicize grant application to all creek groups in Contra Costa County.
A. Outreach to creek groups(ongoing thru May 16) 3/15 -5/16
B. Conduct a pre-application workshop for interested applicants each year. 5/3/05
C. Respond to creek group inquiries,provide guidance to interested groups in development 3/15- 5/16
of aDvronriate anolications.
1-16 Process 2nd round applications and facilitate selection process.
A. Collect grant applications by set deadline. 5/16/05
B. Prepare application summaries for CWP staff. 5130/05
C. Provide CWF with applications for review. 5/30/05
Wage 2
A. Develop draft grantee contract format and grantee payment protocols. 2/28/06
B. Meet with CWP to approved and finalize contract format and grantee payment 3/7/06
protocols.
2-11 Publicize grant application to all creek groups in Contra Costa County.
A. Outreach to creek.groups(ongoing thru May 16). 3/15- 5/16
B. Conduct a pre-application workshop for interested applicants each year. 5/4/06
C. Respond to creek group inquiries,provide guidance to interested groups in development 3/15-5/16
ofaoorooriate aorlication.
2-12 Process 2nd round applications and facilitate selection process.
A. Collect grant applications by set deadline. 5/16/06
B. Prepare application summaries for CWP staff. 6/1/06
C. Provide CWP with proposals for review. 6/1/06
D. Set un finalist interviews, if necessary,for potential grantees. 6/1 - 6/9
E. Award decisions made by CCC. 6/15/06
2-13 Facilitate grantee award process.
A. Inform grant awardees. 6/15/06
B. Execute contracts with grantees. 6/15-6/30
3-1 Conduct a grantee workshop to discuss contract requirements. 7/4/06
3-2 Respond to inquiries and administer grants. 7/1/06-term
3-3 Submit administrative cost invoice to CWP on a monthly or quarterly basis.
3-4 CWP to pay advance for grantee award disbursements.
A. CWP will pay 50%of Year 3 total: $39,149.47 6/15/06
B. CWP will pay remaining funds for Year 3: $39,149.47 12/1/06
3-5 Pay disbursements to grant recipients.
A. Reimburse grant recipients according to Grantee Payment Schedule. To be developed at
Planning Meeting#€3
B. Conduct mid-term interviews with grantee to assure work is progressing according to 1/16/06
scooe and schedule.
C. If needed,revise scope or schedule with grantee and establish revised disbursement 2/1/06
schedule.
3-.6 Provide technical assistance to grant awardees.
A. Provide ongoing(at least quarterly)follow-up to grantees to ensure groups have the throughout term of
information and resources necessary to meet their stated izoals. contracts
B. Provide technical assistance(an average of 24 hours per year per group)on an as- throughout term of
needed basis. This is in addition to the technical support provided for application contracts
nrenaration and contract develonment.
3-7 Write interim annual reports as specified by CWP. 6/15/07
3-8 Evaluate grant program. 5/25/07
A. Facilitate a meeting with CWP to present final program results and recommendations to 6/15/07
CWP.
Page 4
TO: BOARD OF SUPERVISORS,AS THE GOVERNING BOARD OF CONTRA COSTA COUNTY
PUBLIC WORKS DEPARTMENT
FROM: MAUR.ICE SHIU,PUBLIC WORKS DIRECTOR
DATE: OCTOBER 19, 2004
SUBJECT: Approve and Authorize a Consulting Services Agreement with The Watershed Project for the
Community Watershed Stewardship Grant Program(WO#7517-6W7216)
SPECIFIC:REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. Recommended Action:
APPROVE and AUTHORIZE the Public Works Director or designee to execute a three year contract with
The Watershed Project(a non-profit organization) in the amount of$300,000 to provide services for the
development,administration and implementation of the Community Watershed Stewardship Grant Program
for the Unincorporated County Clean Water Program, for the period October 12, 2004 through June 30,
2007, Countywide. (Stormwater Utility Assessment Revenue, SUA 17 Funds) (All Districts)
Continued on Attachment: X SIGNATURE:
RECOMMENDATION OF BOARD COMMITTEE
—APPROVE OTHER
SIGNATURE (S):
ACTION OF BOARD ON > APPROVED AS RECOMMENDED OTHER
s ' f
ViTE OF SUPERVISORS
x UNANIMOUS{ABSENT '� }
AYES: NOES:'
ABSENT: ABSTAIN:
I hereby certify that this is a true and correct
copy of an action taken and entered on the minutes
of the Board of Supervisors on the date shown.
ATTESTED: 2t<r
TR:cw JOHN SWEETEN,,Clerk of the Bo
G:\GpDatalP,dCtftAcbl'unisneiion\BBoatd Ordeia12404 B0\WP 80 I0_39 04.doc of Supervisors and County AdministratorAdministratorOrig.Dlv: Public Works Depart hent lei'r$OrS a
Contact: Tonya Redfield(925)313-2333
cc: CAO
Deputy
County Counsel By ^:.'-- =`� fes, '�` "' ,
SUBJECT: Consulting Services Agreement with "The Watershed Project" for Contra Costa County
Community Watershed Stewardship Grant Program(W4#7517-6W7216)
HATE: October 19, 2004
PAGE: 2
11. Fiscal Impact:
There will be no impact to the General Fund. The County will fund this contract with stormwater utility
assessment revenue.
111. Reasons for Recommendations and Background:
Due to limited staff resources, the Contra Costa County Public Works Department(County Watershed
Program)would like to partner with the Watershed Project(WP)to develop and administer a three-year
grant program benefiting Contra Costa County watershed groups. The WP is a local non-profit who was
previously known as Aquatic Outreach Institute.
The Community Watershed Stewardship Grant Program(Program)will provide up to eight multiyear
grants of$5,000 to $40,000 each per year. The total Program budget is $300,000. The WP will disperse
$233,862 in grant funds over three years to local watershed stewardship projects and will retain the
remaining$66,137 for administering the Program.
The WP will assist the County in developing the Program including grant assessment criteria,program
guidelines,proposal evaluation standards, an application packet, award criteria, and the general project
schedule. The WP's responsibilities will also include assisting the County with developing grantee
reporting guidelines, disbursement protocols, a contract form, and grantee payment schedule. The WP
will facilitate the grant solicitation process and set up various Program planning meetings.
The County will make the final decision on grant awards. The WP will distribute grant payments to the
awardees from a total of$233,862 in County funds,held in trust by the WP for that purpose. The WP
will provide the necessary administrative services to support the grant program as described further
below.
1V. Consequences of Negative Action:
The County will miss an opportunity to meet the San Francisco and Central Valley Regional Water Quality
Control Board requirements for watershed-wide stormwater pollution prevention,education,and volunteer
activities per our Joint Municipal National Pollutant Discharge Elimination System stormwater permit.
CONSULTING SERVICES AGREEMENT
1. Special Conditions,These Special Conditions are incorporated below by reference.
(a) Public Agency: Contra Costa County Pubiic Warks IJepartment
(b) Consultant's game&Address: The Watershed Project
155 Richmond Field Sjation
1327 South 46th Street
Richmond CA_94804
(c) Project Name, Dumber& Location: Contra Costa County Community Watershed Stewardship Grant Program
(d) Effective Date: October 12, 2004
(e) Payment Limit(s): $300,000
(f) Completion Date(s):June 30,2007
(g) Federal Taxpayer's I.D. or Social Security Dumber: 91-1767292
2. Signatures. These signatures attest the parties'agreement hereto:
Recommended byC)qprtment CONSULTANT
By: Maurice M. Shiu, Public Works Director/
Chief Engineer, or Designee
11"fttlYl''f�+ 2
(D igna offici acity in the business ype of
Business:(sole oprietorship, government agency,
partnership, corp ration, etc.)
If Corporation, State of Incorporation: #t
(Designate official capacity in the business)
blots to Co sul#ant:For corporations,the contract must be signed by two officers.The first signature must be that of the chairman of the board,president,or
vice-president;the second signature must be that of the secretary,assistant secretary,chief financial officer,or assistant treasurer.(Civ.Code,Sec.1190 and
Corps.Code.Sec.313.)The acknowledgment below must be signed by a Notary Public.
3. Parties. Effective on the above date,the above-named Public Agency and Consultant mutually agree and promise as follows:
4. Employment.Public Agency hereby employs Consultant,and Consultant accepts such employment,to perform the professional
services described herein, upon the terms and in consideration of the payments stated herein.
5. scope of Service. Scope of service shall be as described in Appendix A and Appendix B(Tasks and Deliverables), attached
hereto and made a part hereof by this reference.
6. Report Disclosure Section. Any document or written report prepared hereunder by Consultant, or a subcontractor,for Public
Agency shall contain,in a separate section,the numbers and dollar amounts of this contract and all subcontracts relating to the
preparation of such document or written report, provided that the payment limit specified in Sec. 1(e)exceeds$5,000. When
multiple documents or written reports are the subject or products of this agreement,the disclosure section may also contain a
statement indicating that the total contract amount represents compensation for multiple documents or written reports.
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CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
State of Califo is
County of
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CON-1-A, COSTA COUNTY WITNESS rqy hand an official sell.
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&9r)"rA of Notary Public
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OPTIONAL
Though the information below is not required by law,it may prove valuable to persons relying on the document and could prevent
fraudulent removal and reattachment of this form to another document.
Description of Attached Document
Title
Title or Type of Document: I0F� ' � y�(' es _-.-
Document Date:AtD ber s-,, L_ Number of Pages: !
Signer(s)Other Than Named Above:
Capacity(ies) Claimed by Signer
Signer's Name: 0.Y� uh�. �.� —....
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E Corporate Officer —Title(s): I
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Signer is Representing:
3t 1999 National Notary Associatton•9,350 De Soto Ave..P.O.Box 2402•Chatsworth,CA 91313-2402•www raktwalnotary.org Prod.No.5907 Reofdar:CO Toll-Rw 1-800.876-8827
CONSULTING SERVICES AGREEMENT
1. Soeciai Conditions.These Special Conditions are incorporated below by reference.
(a) Public Agency: Contra Costa County Public Works Department
(b) Consultant's Name&Address: The Watershed Project
1�55 Rich ondI Field Station
1327 South 46th Street
Richmond CA 94644
(c) Project Name, Number&Location: Contra Costa County Community Watershed Stewardship Grant Program
(d) Effective Date:October 12,2004
(e) Payment Limit(s):$300,000
(f) Completion Date(s):June 30,2007
(g) Federal Taxpayer's I.D.or Social Security Number:91-1767292
2,Signatures. These signatures attest the parties'agreement hereto:
Recommended by Qepjrtmtnt CONSULTANT
By: Maurice M.Shiu,Public Works Director/
Chief Engineer,or Designee
By: By:
(Designate official capacity in the business Type of
Business:(sole proprietorship,government agency,
partnership,corporation,etc.)
If Corporation,State of incorporation: {A";7oFWtf�
By: L'I
Z�2�
(Designate official capacity in the b siness)
Note to Consultant:For corporations,the contract must be signed by two officers.The first signature must be that of the chairman of the board,president,or
vice-president;the second signature must be that of the secretary,assistant secretary,chief financial officer,or assistant treasurer.(Civ.Code,See.119C1 and
Corps.Code.Sec,313)The acknowledgment betow must be signed by a Notary Public.
3. P rhes.Effective on the above date,the above-named Public Agency and Consultant mutually agree and promise as follows;
4, Er roloyy mment.Public Agency hereby employs Consultant,and Consultant accepts such employment,to perform the professional
services described herein,upon the terms and in consideration of the payments stated herein.
5. Scope of ervice.Scope of service shall be as described in Appendix A and Appendix B(Tasks and Deliverables),attached
hereto and made a part hereof by this reference.
6. Rw poor/Disclosure Section.Any document or written report prepared hereunder by Consultant,or a subcontractor,for Public
Agency shall contain,in a separate section,the numbers and dollar amounts of this contract and all subcontracts relating to the
preparation of such document or written report,provided that the payment limit specified in Sec. 1(e)exceeds$5,000.When
multiple documents or written reports are the subject or products of this agreement,the disclosure section may also contain a
statement indicating that the total contract amount represents compensation for multiple documents or written reports.
CERTIFICATE OF ACKNOWLEDGMENT OF NOTARY PUBLIC
State of California }
County of Alameda } ss.
On &w&.ge� zg2,v before me,Nancy M. Stuart,Notary Public, personally
appeared n'
personally known to me (or proved to me
on the basis of satisfactory evidence)to be the person(s)whose name(s) is/are subscribed
to the attached 3 page document,Cz-otsac and
acknowledged to me that she/he/they executed the same in her/his/their authorized
capacity(ies), and that by her/his/their signature on the instrument the person(s), or the
entity upon which the person(s) acted, executed the instrument.
WITNESS my hand and official seal
NANCY M. STUART
Comm. I03266
�! NCS"1`0811C•CALMNA
City&County of San Fronto"
Nancy M. !Cart, Notary Public
T insurance.Consultant shall,at no cost to Public Agency,obtain and maintain during the term hereof:(a)Workers'Compensation
Insurance pursuant to state law; (b) General Liability insurance with minimum coverage of $1.000.000 and a maximum
deductible of$50.000;and(c)Comprehensive General Liability Insurance,including blanket contractual(or contractual liability)
coverage,broad form property damage coverage,and coverage for owned and non-owned vehicles,with a minimum combined
single limit coverage of$1.000.000 for all damages due to bodily injury, sickness or disease, or death to any person, and
damage to property, including the loss of use thereof, arising out of each accident or occurrence, and naming Public Agency,
Contra Costa County Public Works Department, its/their governing bodies, officers and employees as additional insureds.
Consultant shall promptly furnish to Public Agency certificates of insurance evidencing such coverage and requiring 30 days'
written notice to Public Agency of policy lapse,cancellation or material change in coverage.
8. Payment, Public Agency shall pay Consultant for professional services performed at the rates shown in Appendix C(Budget)
attached hereto,which include all overhead and incidental expenses,for which no additional compensation shall be allowed.
Notwithstanding the foregoing,those incidental expenses specifically itemized in Appendix B shall be reimbursable by Public
Agency to Consultant, provided that Consultant submits copies of receipts and, if applicable, a detailed mileage log to Public
Agency. in no event shall the total amount paid to Consultant exceed the payment limit(s)specified in Sec. 1(e)without prior
written approval of the Public Agency. Consultant's billing statements shall be submitted at convenient intervals approved by
Public Agency and shall list, for each item of services, the employee categories, hours and rates. Public Agency will pay
consultant in accordance with the requirements of Civil Code Section 3320 as applicable.
9. Status. The Consultant is an independent contractor, and shall not be considered an employee of Public Agency.
10. Time for Completion.Unless the time is extended in writing by Public Agency,Consultant shall complete all services covered by
this Agreement no later than the Completion Date(s)listed above.
11. Record Retention and Auditing.Except for materials and records delivered to Public Agency,Consultant shall retain all materials
and records prepared or obtained in the performance of this Agreement,including financial records,for a period of at least five
years after Consultants receipt of the final payment under this Agreement. Upon request by Public Agency, at no additional
charge, Consultant shall promptly make such records available to Public Agency,or to authorized representatives of the state
and federal governments, at a convenient location within Contra Costa County designated by Public Agency, and without
restriction or limitation on their use.
12. Documentation.Consultant shall prepare and deliver to Public Agency at no additional charge,the items described in Appendix
A to document the performance of this Agreement and shall furnish to Public Agency such information as is necessary to enable
Public Agency to monitor the performance of this Agreement.
13. Ownership of Documents.All materials and records of a finished nature,such as final plans,specifications,reports,and maps,
prepared or obtained in the performance of this Agreement,shall be delivered to and become the property of Public Agency.All
materials of a preliminary nature,such as survey notes,sketches,preliminary plans,computations and other data,prepared or
obtained in the performance of this Agreement,shall be made available,upon request,to Public Agency at no additional charge
and without restriction or limitation on their use.
14. Extra Work. Any work or services in addition to the work or services described in Appendix A and Appendix B shall be
performed by Consultant according to the rates or charges listed in Appendix C.in the event that no rate or charge is listed for a
particular type of extra work, Consultant shall be paid for the extra work at a rate to be mutually agreed on prior to
commencement of the extra work. in no event shall Consultant be entitled to compensation for extra work unless a written
authorization or change order describing the work and payment terms has been executed by Public Agency prior to the
commencement of the work.
15. Payment Retention. No Retention Necessary for this contract.
16. Termination by Public Aaencv.At its option,Public Agency shall have the right to terminate this Agreement at any time by written
notice to Consultant,whether or not Consultant is then in default.Upon such termination,Consultant shall,without delay,deliver
to Public Agency all materials and records prepared or obtained in the performance of this Agreement,and shall be paid,without
duplication,all amounts due for the services rendered up to the date of termination.
17. Abandonment by Consultant. in the event the Consultant ceases performing services under this Agreement or otherwise
abandons the project prior to completing all of the services described in this Agreement,Consultant shall,without delay,deliver
to Public Agency all materials and records prepared or obtained in the performance of this Agreement,and shall be paid for the
reasonable value of the services performed up to the time of cessation or abandonment, less a deduction for any damages or
additional expenses which Public Agency incurs as a result of such cessation or abandonment.
18. Breach. In the event that Consultant fails to perform any of the services described in this Agreement or otherwise breaches this
Agreement, Public Agency shall have the right to pursue all remedies provided by law or equity. Any disputes relating to the
performance of this Agreement shall not be subject to non judicial arbitration.Any litigation involving this Agreement or relating to
the work shall be brought in Contra Costa County, and Consultant hereby waives the removal provisions of Code of Civi'
Procedure Section 394.
19. Compliance with Laws. In performing this Agreement, Consultant shall comply with all applicable laws, statutes, ordinances,
rules and regulations, whether federal, state, or local in origin. This includes compliance with prevailing wage rates and their
payment in accordance with Califomia Labor Code, Section 1775.
20. Assicinment.This Agreement shall not be assignable or transferable in whole or in part by Consultant, whether voluntarily, by
operation of law or otherwise;provided,however,that Consultant shall have the right to sub-contract that portion of the services
for which Consultant does not have the facilities to perform so long as Consultant notifies Public Agency of such subcontracting
prior to execution of this Agreement. Any other purported assignment, transfer or sub-contracting shall be void.
21 Subcontracting.All subcontracts exceeding$25,000 in cost shall contain all of the required provisions of this contract.Consultant
will pay each subconsultant in accordance with the requirements of Civil Code Section 3321 as applicable.
22. Endorsement on Plans. Consultant shall endorse all plans, specifications, estimates, reports and other items described in
Appendix A prior to delivering them to Public Agency, and where appropriate, indicate his/her registration number.
23. Patents and Copyr€ghts.The issuance of a patent or copyright to Consultant or any other person shall not affect Public Agency's
rights to the materials and records prepared or obtained in the pe±formance of this Agreement.Public Agency reserves a license
to use such materials and records without restriction or limitation,and Public Agency shall not be required to pay any additional
fee or royalty for such materials or records.The license reserved by Public Agency shall continue for a period of fifty years from
the date of execution of this Agreement, unless extended by operation of law or otherwise.
24. Indemnification. Consultant shall indemnify, defend, save, protect, and hold harmless Public Agency, its governing body,
officers, employees, representatives, and agents ("Indemnitees") from any and all demands, losses, claims, costs, suits,
liabilities,and expenses for any damage, injury,or death(collectively"Liability")arising directly or indirectly from or connected
with the services provided hereunder which is caused,or claimed or alleged to be caused,in whole or in part,by the negligence
or willful misconduct of Consultant, its officers, employees, agents, contractors, subconsultants, or any persons under its
direction or control and shall make good to and reimburse Indemnitees for any expenditures, including reasonable attorneys'
fees and costs,the Indemnitees may make by reason of such matters and,if requested by any of the Indemnitees,shall defend
any such suits at the sole cost and expense of Consultant. Consultant's obligations under this section shall exist regardless of
concurrent negligence or willful misconduct on the part of the Public Agency or any other person; provided, however, that
Consultant shall not be required to indemnify indemnitees for the proportion of liability a court determines is attributable to the
negligence or willful misconduct of the Public Agency,.its governing body,officers,or employees. This indemnification clause
shall survive the termination or expiration of this Agreement.
25. Heirs, Successors and Assigns.Except as provided otherwise in Section 20 above,this Agreement shall inure to the benefit of
and bind the heirs, successors,executors, personal representatives, and assigns of the parties.
26. Public Endorsements.Consultant shall not in its capacity as a Consultant with Public Agency publicly endorse or oppose the use
of any particular brand name or commercial product without the prior approval of the Public Agency's governing board. In its
Public Agency Consultant capacity,Consultant shall not publicly attribute qualities or lack of qualities to a particular brand name
or commercial product in the absence of a well-established and widely accepted scientific basis for such claims or without the
prior approval of the Public Agency's governing board.In its Public Agency Consultant capacity,Consultant shall not participate
or appear in any commercially-produced advertisements designed to promote a particular brand name or commercial product,
even if Consultant is not publicly endorsing a product,as long as the Consultant's presence in the advertisement can reasonably
be interpreted as an endorsement of the product by or on behalf of Public Agency. Notwithstanding the foregoing,Consultant
may express its views on products to other Consultants,the Public Agency's governing board,its officers,or others who may be
authorized by the Public Agency's governing board or by law to receive such views.
27. Project Personnel. In performing the services under this Agreement, Consultant shall use the personnel listed in Appendix C,
attached hereto and made a part hereof by this reference. Changes in project personnel may only be made with Public Agency's
written consent,and Consultant shall notify Public Agency in writing at least thirty(30)days in advance of any proposed change.
Any person proposed as a replacement shall possess training,experience and credentials comparable to those of the person
being replaced.
28. USE THE FOLLOWING PARAGRAPH FOR FEDERAL AID FUNDED PROJECTS ONLY
Consultants must give consideration to DBE Firms as specified in 23 CFR 172.5fel
Attachments:Appendix A,Appendix B,and Appendix C
G:\GrpData\FldCtl\NPDES\WATERSHED GRPS\Wtrshd Stwd_Acty Grant Prg\Wtrshd Pjct Contract\FINAMP CSA 10-04_6-07.doc
Form approved by County Counsel(3/00)G:\GrpDatalAdmin\Michele\FORivtS\Csagen over 25000.doc
............................................................................................................................................................................................................................................................................................................................
APPENDIX A
Scope of Services
Community Watershed Stewardship Grant Program
Background
The County will partner with the Watershed Project(WP)to develop and administer a
three-year grant program benefiting Contra Costa County watershed groups.
The Community Watershed Stewardship Grant Program(Program)will provide up to
eight multi-year grants of$5,000 to $40,000 each per year. The total Program budget is
$300,000. The WP will disperse $233,862 in grant funds over three years to local
watershed stewardship projects and will retain the remaining $66,137 for administering
the Program.
The WP will assist the County in developing the Programm including grant assessment
criteria,program guidelines,proposal evaluation standards, an application packet, award,
criteria, and the general project schedule. The WP's responsibilities will also include
assisting the County with developing grantee reporting guidelines,disbursement
protocols, a contract form, and grantee payment schedule. The WP will. facilitate the
grant solicitation process and set up various Program planning meetings.
The County will make the final decision on grant awards. The WP will distribute grant
payments to the awardees from a total of$233,862 in County funds,held in trust by the
WP for that purpose. The WP will provide the necessary administrative services to
support the grant program as described further below.
Program Goals
The Program goals are to;
• Foster new and expand existing watershed stewardship and restoration
activities among local community advocacy groups.
• Encourage local watershed stewardship groups to expand the scope of their
current efforts by competing for funding that can be used for on-the-ground
project administration, coordination,and/or restoration.
• Enable the County to partner with local citizens to improve the condition of
watersheds,thus benefiting water quality,human health and the environment.
• Provide an opportunity to educate County residents about the County
Watershed Program, our water quality goals,and how their stormwater utility
assessment fees are being used to directly benefit their neighborhoods and
watersheds.
• Allocate grant funds to demonstrate measurable beneficial impacts to local
watersheds, allowing the County to further the provisions of our National
Pollutant Discharge Elimination System (NPDES)permit:
Project Development
Upon contract execution, the WP will hold Planning Meeting#1 with CWP staff to
present draft program guidelines,proposal evaluation standards, an application packet,
award criteria, and the project schedule. The meeting will also accomplish the
construction of the overall program structure including an outline of the CWP Program
goals/objectives.
The application package will include grant guidelines; an application and WP contact
information for application assistance. The grant guidelines will include a description of
the program, program goals, evaluation criteria, an outline of the selection process with a
proposed time schedule, and direction on how to submit the application packet for
consideration. The application form will include specific questions that will require
applicants to consider and present the merits of their program in relation to the CWP's
priorities. The packet will also provide contact information for WP outreach staff that
will be available for guidance in each group's application development including
determining if each Applicants' project meets the CWP's priorities.
Following the initial planning meeting,the WP will use CWP's guidance and
determinations to finalize the program guidelines, evaluation standards, application
packet, award criteria and final project schedule.
The WP will then facilitate Planning Meeting#2 to present final drafts from Planning
Meeting#1 for approval by CWP staff. The WP will also present draft versions of the
grantee reporting guidelines, disbursement protocols, grantee contract, and grantee
payment schedule for discussion.
The reporting guidelines will be used to evaluate the grantees' progress during the grant
period and to assist grantees with meeting their project deliverable schedules. The
disbursement protocols will guide the distribution of the grant awards and evaluate the
progress at the mid-term point each year,prior to the second disbursement. The grantee
contract will be the agreement each grant awardee will enter into with the WP. The
grantee payment schedule will outline when grant funding will be disbursed each year.
The WP will hold Planning Meeting#3 with CWP staff to revise/approve the final
reporting guidelines and disbursement protocols. The WP will also present the draft
grantee contract form and reimbursement schedule.
Following Planning Meeting#3,the WP will finalize the grant contract form and
reimbursement schedule and provide to the Program Manager, Tonya Redfield, who will
obtain final approval from CWP staff. Upon approval,the WP will begin to outreach the
program.
Program Outreach
Upon CWP approval of the final materials,the WP will be responsible for finalizing all
materials, including those not mentioned above, that will be needed to outreach the
program to County Watershed Stewardship Groups(Applicants),
......................
The WP will announce and organize a pre-application workshop for all potential
Applicants. The goal of the workshop will be to gather feedback about the program and
give the groups some in-sight into what the application process will entail and the kind of
projects that are most likely to be funded,based on the GN'P's priorities.
The WP will disseminate the program information through a Grant Application process
(Process). The WP will be responsible for all aspects of the Process including but not
limited to the following:
• Identify all potential Applicants within Unincorporated Contra Costa County.
• Sent out pre-application workshop announcements.
• Mail {'hardcopy}Application Packages to all potential Applicants.
• Outreach the grant opportunity through various forums and websites. Contra
Costa County Watershed Forum, Contra Costa Clean Water Program website, etc.
• Contact watershed groups individually to ensure receipt of grant information.
• Provide guidance to Applicants on an as needed basis.
• Collect Application Packages.
• Prepare packets for CWP review.
• Provide final packets to CWP.
Immediately after the Application Package deadline,the WP will compile proposals and
supporting documents for CWP review. The WP will also prepare a one-page executive
summary of each Application Package that will include a succinct summary of the
proposal and an assessment of the proposal's relevance to the established.evaluation
criteria. These materials will be provided to the CWP to evaluate the proposals and make
all the grantee award decisions. The WP will support CWP in contacting applicants to
request further information if needed. CWP will be solely responsible for award
decisions.
The CWP will provide final grantee decisions to the WP. The WP will send letters to
unsuccessful Applicants notifying them of the status of their application. The WP will
also send award letters, on County-provided letterhead,to all grantees and set up a
grantee workshop. The workshop will give grantees contact guidelines, grant
disbursement information,reporting protocols, and answer questions. CWP staff will be
present at this meeting. The WP will then move forward with the contracting process.
See the next section, Project Tasks, for an outline of major tasks following the program
outreach process.
Project Tasks
The major project tasks are outlined below. See Appendix B—Tasks and Deliverables,
for detailed subtasks and the deliverable schedule.
Year 1
1-1 Develop grant gods/objectives,guidelines,application,award criteria,reporting guidelines,draft
disbursement protocols,contract format,and grantee payment schedule.
1-2 Publicize grant application to all creek groups in Contra Costa County.
1-3 Process applications and facilitate selection process.
3
14 Facilitate grantee award process.
1-5 Conduct a grantee workshop to discuss contract requirements.
1-6 Respond to inquiries and administer grants.
1-7 CWP to pay advance for grantee award disbursements.
1-8 Pay disbursements to grant recipients.
1-9 Submit administrative cost invoice to CWP on a monthly or quarterly basis.
1-10 Provide technical assistance to grant awardees.
1-11 Write interim annual reports as specified by CWP
1-12 Evaluate grant,program.
1-13 Revise grant goals/objectives,guidelines,application,award criteria,reporting guidelines,draft
disbursement protocols,contract format,and grantee payment schedule.
1-14 Revise grantee contract format and grantee payment protocols.
1-15 Publicize 2005/06 grant application to all creek groups in Contra Costa County.
1-16 Process 2nd round applications and facilitate selection process.
1-17 Facilitate grantee award process.
►'ear 2
2-1 Conduct a grantee workshop to discuss contract requirements.
2-2 Respond to inquiries and administer grants.
2-3 CWP to pay advance for grantee award disbursements.
2-4 Pay disbursements to grant recipients.
2-5 Submit administrative cost invoice to CWP on a monthly or quarterly basis.
2-6 Provide technical assistance to grant awardees.
2-7 Write interim annual reports as specified by CWP.
2-8 Evaluate grant program.
2-9 Revise grant goals/objectives,guidelines,application,award criteria,reporting guidelines,draft
disbursement application,contract format,and grantee payment schedule.
2-10 Revise grantee contract format and grantee payment protocols.
2-11 Publicize grant application to all creek groups in Contra Costa County.
2-12 Process 2nd round applications and facilitate selection process.
2-13 Facilitate grantee award process.
Year 3
3-1 Conduct a grantee workshop to discuss contract requirements.
3-2 Respond to inquiries and administer grants.
3-3 Submit administrative cost invoice to CWP on a monthly or quarterly basis.
3-4 CWP to pay advance for grantee award disbursements.
3-5 Pay disbursements to grant recipients.
3-6 Provide technical assistance to grant awardees.
3-7 Write interim annual reports as specified by CWP.
3-8 Evaluate grant program.
Grant Award Disbursements
Under this agreement, the WP will assume associated financial repotting and grant
disbursement responsibilities including but not limited to;
• Invoicing the CWP for grantee advances that will be held in trust for grantees.
4
• Distributing grantee advances.
• Collecting all proof of expenses.
• Providing all records receipts and proof of expenses to the CWP.
• Return any unspent advance funding to the CWP at the end of the project term.
The WP will invoice the CWP separately for administrative fees associated with their
role in this program. Administrative invoices may be submitted monthly or quarterly.
Each invoice should include an update on the status of the Program.
Annual grant disbursements that are not expended by the end of each year will be rolled
over to the next year. The WP will provide detailed expenditure documentation in
support of grant disbursements at the end of each year. Any remaining unspent funds at
the end of the third year(contract term)will be returned to the County.
The CWP will make bi-annual payments of grantee funds to the WP that will be held in
trust to cover grantee award disbursements. Following is an outline of the grantee
payment schedule.
Grantee Payment Schedule
Amount Date
Year X Advance for Grantee Disbursements.
CWP to pay 50%of Year 1 total. $35,115.50 12/34/44
CWP to pay remaining funds for Year 1. $35,115.50 3/1/45
Year 1 Subtotal $76,231
Year 2 Advance for Grantee Disbursements
CWP to pay 50%of Year 2 total. $39,666 6/15/05
CWP to pay remaining funds for Year 2. $39,666 12/1/05
Year 2 Subtotal $79,332
Year 3 Advance for Grantee Disbursements.
CWP will pay 50%of Year 3 total. $39,149.32 6/15/06
CWP will pay remaining funds for Year 3. $39,149.32 12/1/06
Year 3 Subtotal $78,299
Total Grantee Disbursements $233,662
Sunshine Provisions
The WP's administration of this program will not preclude creek groups affiliated with
the WP from applying for grants under the program. To prevent any conflict of interest,
decisions about awards would be made exclusively by CWP staff. Furthermore,the WP
program administrator will not be a coordinator of any WP-affiliated creek group that
applies for funding.
5
APPENDIX B
Tasks and Deliverables
Community Watershed Stewardship Grant Program
Following are the task and deliverables to be administered and provided by The Watershed Program (WP). The County
Watershed Program (CWP)will be listed as the responsible parry when applicable. Otherwise, it can be assumed that all
other tasks are the the responsibility of the WP. Tasks and deadlines are subject to change based on approval by CWP.
Task Task Descri tion Deadline
1-1 Develop grant goals/objectives,guidelines,application,award criteria,reporting guidelines,
draft disbursement protocols,contract format,and grantee payment schedule.
A. Develop draft grant guidelines,evaluation standards, application packet,award criteria, 10/26/04
and moiect schedule.
B. Hold Planning Meeting 41 with CWP to discuss priorities for granting,award,
evaluation,and reporting. WP will present draft program guidelines;application 10/26/04
evaluation standards. annlication nacket.award criteria. and the nroiect schedule.
C. Develop draft grantee reporting guidelines, draft disbursement protocols, contract 11/8/04
format, and grantee payment schedule schedule for discussion.
D. Hold Planning Meeting 42 with CWP to present final drafts from Meeting#1 and
present I st drafts of reporting guidelines, disbursement protocols, contract format, and 11/11/04
arantee navment schedule.
E. Hold Planning Meeting 43 with CWP to present final drafts of the reporting guidelines, 11/18/04
disbursement protocols, contract format, and grantee payment schedule schedule.
F. WP to finalize all program documents,provide copies to CWP. 11/25/04
1-2 Publicize grant application to all creek groups in Contra Costa County.
A. Identify all potential applicants. 11/5/04
B. Send out pre-application workshop announcement to all potential applicants. 11/8/04
C. Conduct a pre-application workshop for interested applicants each year. 12/2/04
D. Outreach to creek groups(ongoing thru November). 11/26/04
E. Respond to creek group inquiries, provide guidance to interested groups in development
11/4- 12/16
of appropriate application.
1-3 Process applications and facilitate selection process.
A. Collect grant applications by set deadline. 12/16/04
B. Prepare application summaries for CWP staff. 12/23/04
C. Provide CWP with applications for review. 12/23/04
D. Set up finalist interviews, if necessary,for potential grantees. 12/23 - 1/10
E. Award decisions made by CCC. 1/12/05
1-4 Facilitate grantee award process.
A. Inform grant awardees. 1/12/05
B. Execute contracts with grantees. 1/12/05 - 1/21/05
1-5 Conduct a grantee workshop to discuss contract requirements. 1/24/05
1_6 Respond to inquiries and administer grants. 1/12/05 -term
1-7 CWP to pay advance for grantee award disbursements.
A. CWP will pay 50% of Year I total: $38,115.50 12/30/04
Page 1
_. __
B. CWP will pay remaining;funds for Year 1: $38,115.50 3/I/05
1-8 Pay disbursements to grant recipients.
A. Reimburse grant recipients according to the Grantee Payment Schedule. To be developed at
Planning Meeting#3
B. Conduct raid-term: interviews with grantee to assure work is progressing according to 4/1/05
scope and schedule.
C. If needed, revise scope or schedule with grantee and establish revised disbursement 4/15/05
schedule.
1-9 Submit administrative cost invoice to CWP on a monthly or quarterly basis.
1-10 Provide technical assistance to grant awardees.
A. Provide ongoing(at least quarterly)follow-up to grantees to ensure groups have the throughout term of
information and resources necessary to meet their stated goals. contracts
B. Provide technical assistance(an average of 24 hours per year per group)on an as- throughout term of
needed basis. This is in addition to the technical support provided for application
contracts
preparation and contract development.
1-11 'Write interim annual reports as specified by CWP 6/15/05
1-12 Evaluate grant program. 5/25/05
A. Facilitate a meeting with CWP to present Year I program results and recommendations 6/15/05
to CWP.
1-13 Revise grant goals/objectives,guidelines,application,award criteria, reporting guidelines, 2/28/05
draft disbursement protocols,contract format,and grantee payment schedule.
A. Prepare revision to draft grant guidelines, grant application,award criteria,and
reporting guidelines, grant goals/objectives, guidelines,application,award criteria, 2/28/05
reporting guidelines, draft disbursement protocols,contract format,and grantee
vavment schedule.
B. Meet with CWP to discuss various draft documents. 3/7/05
C. CWP to approve grant guidelines, grant application, award criteria,and reporting
guidelines, grant goals/objectives, guidelines, application, award criteria,reporting 3/15/05
guidelines, draft disbursement protocols, contract format, and grantee payment
schedule.
D. Finalize all program.documents. 3/15/05
1-14 Revise grantee contract format and payment protocols.
A. Revise draft grantee contract format and reimbursement protocols. 2/28105
B. Meet with CWP to approved and finalize contract format and grantee payment 3/7/05
protocols.
1-15 Publicize grant application to all creek groups in Contra Costa County.
A. Outreach to creels.groups(ongoing thru May 16) 3/15 -5/16
B. Conduct a pre-application workshop for interested applicants each year. 5/3/05
C. Respond to creek group inquiries,provide guidance to interested groups in development 3/15-5/16
of a-wrot3riate annlications.
1-16 Process 2nd round applications and facilitate selection process.
A. Collect grant applications by set deadline. 5/16/05
B. Prepare application summaries for CWP staff. 5/30/05
C. Provide CWP with applications for review. 5/30/05
Page 2
D. Set up finalist interviews, if necessary, for potential grantees. 6/1 - 6/10
E. Award decisions made by CCC. 6/15/05
1-17 Facilitate grantee award process.
A. Inform grant awardees. 6/15/05
B. Execute contracts with grantees. 6/15-6/30
2-1 Conduct a grantee workshop to discuss contract requirements. 7/4/05
2-2 Respond to inquiries and administer grants. 7%1/05 -term
2-3 CWP to pay advance for grantee award disbursements.
A. CWP will pay 50%of Year 2 total: $39,666.16 6/15/05
B. CWP will pay remaining funds for Year 2: $39,666.16 12/1/05
2-4 Pay disbursements to grant recipients.
A. Reimburse grant recipients according to Grantee Payment Schedule. To be developed at
Planning Meeting 93
B. Conduct mid-term interviews with grantee to assure work is progressing according to 1/16/06
scone and schedule.
C. If needed,revise scope or schedule with grantee and establish revised disbursement 2/1/46
schedule.
2-5 Submit administrative cost invoice to CWP on a monthly or quarterly basis.
2-6 Provide technical assistance to grant awardees.
A. Provide ongoing(at least quarterly)follow-up to grantees to ensure groups have the throughout term of
information and resources necessary to meet their stated goals. contracts
B. Provide technical assistance(an average of 24 hours per year per group)on an as- throughout term of
needed basis. This is in addition to the technical support provided for application contracts
nrenaration and contract deveionment.
2-7 Write interim annual reports as specified by CWP. 6/15/06
2-8 Evaluate grant program. 5/25/06
A. Facilitate a meeting with CWP to present Year 2 program results and recommendations 6/15/06
to CWP.
2-9 Revise grant goals/objectives,guidelines,application,award criteria,reporting guidelines, 2/28/06
draft disbursement application,contract format,and grantee payment schedule.
A. Prepare revision to draft grant guidelines, grant application, award criteria, and
reporting guidelines, grant goals/objectives, guidelines, application, award criteria, 2/28/06
reporting guidelines, draft disbursement protocols,contract format, and grantee
navment ccherinie.
B. Meet with CWP to discuss various draft documents. 3/7/06
C. CWP to approve grant guidelines, grant application,award criteria, and reporting
guidelines, grant goals/objectives, guidelines,application, award criteria,reporting 3/15/06
guidelines, draft disbursement protocols, contract format, and reimbursement schedule.
D. Finalize all program documents 3/15/06
2-10 Revise grantee contract format and grantee payment protocols.
Page 3
........................................._...................................................................................................................................................................................................................................................
A. Develop draft grantee contract format and grantee payment protocols. 2/28/06
B. Meet with CWP to approved and finalize contract format and grantee payment 3/7/06
protocols.
2-11 Publicize grant application to all creek groups in Contra Costa County.
A. Outreach to creek groups(ongoing thru May 16). 3/15- 5/16
B. Conduct a pre-application workshop for interested applicants each year. 5/4/06
C. Respond to creek group inquiries,provide guidance to interested groups in development 3115- 5116
of aDmomiate avr)lication.
2-12 Process 2nd round applications and facilitate selection process.
A. Collect grant applications by set deadline. 5/16/06
B. Prepare application summaries for CWP staff. 6/l/06
C. Provide CVYT with proposals for review. 6/l/06
D. Set up finalist interviews, if necessary,for potential grantees. 6/1 - 6/9
E. Award decisions made by CCC. 6/15/06
2-13 Facilitate grantee award process.
A. Inform grant awardees. 6/15/06
B. Execute contracts with grantees. 6/15- 6/30
i ! !III
3-1 Conduct a grantee workshop to discuss contract requirements. 7/4/06
3-2 Respond to inquiries and administer grants. 7/1/06-term
3-3 Submit administrative cost invoice to CWP on a monthly or quarterly basis.
3-4 CWP to pay advance for grantee award disbursements.
A. CWP will pay 50%of Year 3 total: $39,149.47 6/15/06
B. CVVT will pay remaining funds for Year 3: $39,149.47 12/1/06
3-5 Pay disbursements to grant recipients.
A. Reimburse grant recipients according to Grantee Payment Schedule. To be developed at
Planning M
B. Conduct mid-term interviews with grantee to assure work is progressing according to Meeting#3
scove and schedule. 1/16/06
C. If needed,revise scope or schedule with grantee and establish revised disbursement 2/1/06
schedule.
3-6 Provide technical assistance to grant awardees.
A. Provide ongoing(at least quarterly)follow-up to grantees to ensure groups have the throughout term of
information and resources necessary to meet their stated coals. contracts
B. Provide technical assistance(an average of 24 hours per year per group)on an as- throughout term of
needed basis. This is in addition to the technical support provided for application contracts
nrenaration and contract develonment.
3-7 Write interim annual reports as specified by CWP. 6/15/07
3-8 Evaluate grant program. 5/25/07
A. Facilitate a meeting with CWP to present final program results and recommendations to 6/15/07
CWP.
Page 4
APPENDIX C
Project Budget
Community Watershed Stewardship Grant Program
Est. Hours $/Hour Total
Year 1
Program Coordinator 427 47 20,069
Executive director 23 95 2,185
Director of Operations 17 50 850
Subtotal Year 1: $23,104
Year 2
Program Coordinator 328 49 16,187
Executive Director 30 100 2,943
Director of Operations 16 53 840
Subtotal Year 2: $19,969
Year 3
Program Coordinator 328 52 16,996
Executive director 30 105 3,090
Director of Operations 16 55 882
Subtotal Year 3: $20,968
Total Personnel Expenses $ 64,041
Year 1
Postage 265
Printing and copying 480
Subtotal Year 1: $885
Year 2
Postage 278
Printing and copying 480
Subtotal Year 2: $698
Year 3
Postage 292
Printing and copying 441
Subtotal Year 3: $733
Total Non ersor nel Expenses: $ 2,0961
,_ ., _.
Year 1
Grant disbursements 76,231
County to pay$38,115.50 on 12/30/2004
County to pay$38,115.50 on 3/1/2005
Year 2
Grant disbursements 79,332
County to pay$39,666.16 on 6/15/2005
County to pay$39,666.16 on 12/1/21305
Year 3
Grant disbursements 78,299
County to pay$39,149.47 on 6/15/2006
County to pay$39,149.47 on 12/1/2006
Total Grant Bisbursement Expenses"Payment Provisions": $ 233 862
Grand Total Year 1 $ 100,000
Grand Total Year 2 $ 100=000
Grand Total Year 3 $ 100,000
TOTAL BUDGET $3€O OOO