HomeMy WebLinkAboutMINUTES - 12052006 - C.116 SEAL
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TO: ,, BOARD OF SUPERVISORS `' ` CONTRA
COSTA
FROM: John Cullen
d o COUNTY
County Administrator
c�srA coiic�`t� G�
DATE: December 5,2006 C,
SUBJECT: Safe Haven: Supervised Visitation and Safe Exchange Grant Program contracts to
provide increased supervised visitation and exchange options for families with a history
of domestic violence, child abuse, sexual assault or stalking.
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONN:
APPROVE and AUTHORIZE the County Administrator, or designee, to execute contracts with the agencies
listed below, not to exceed a total amount of 306,550, for Safe Haven: Supervised Visitation and Safe
Exchange Grant Program, Federal Grant Award Number 2006-CW-AX-0015, for the period September 1,
2006 through August 31, 2008.
Contractor Region Pqyment Limit
Community Violence Solutions Central County $248,053
STAND! Against Domestic Violence `'"" Central County $58,497
FINANCIAL IMPACT:
No County Costs; Budgeted $306,550: 100% Federal Funds.
CHILDREN'S IMPACT STATEMENT:
Services to be offered through these contracts supports three of Contra Costa's community outcomes
("Children and Youth Healthy and Preparing for Productive Adulthood", "Families that are Safe, Stable and
Nurturing" and "Communities that are Safe and provide a High Quality of Life") through coordinated
intervention services designed to reduce domestic and family violence and elder abuse.
CONTINUED ON ATTACHMENT: _X_YES SIGNATURE: lc� 4'�
C-WECOMMENDATION OF COUNTY ADMINISTRATOR_RECOMMENDATION OF BOARD CTIMITTEE
ZAPPROVE —OTHER
r
SIGNATURE(S):
ACTION OF BOA KC7 APPROVED AS RECOMMENDED OTHER
7
VOTE OF SUPERVISORS
TE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A
VOTE
OF S US(ABSENT)---- TRUE AND CORRECT COPY OF AN
Al-- ACTION TAKEN AND ENTERED
AO AYES: NOES:
ABSENT:`ABSTIAN: OU MINUTES OF THE BOARD H
DISTRICT IV SEAT IS VACANT P'EnRVI�SOI R�S ON THE DATE SHOWN.
ATTESTED
JOHN CULLEN,CLERR OF
THE BOARD OF SUPERVISORS
AND COUNTY ADMINISTRATOR
Contact:Devorah Levine 335-1017
cc: Devorah Levine,CAO
Rebecca Hooley,County Counsel
Rhonda James,Community Violence Solutions via CAO BY / PUTY
Gloria Sandoval,STAND!Against Domestic Violence via CAO
BACKGROUND/REASON(S) FOR RECOMMENDATION(S):
On September 14, 2006 the County was notified of its $349,811 award under Safe Havens funding from the
U.S. Department of Justice, Office on Violence Against Women. Contra Costa County will use this initial
Supervised Visitation award to collaborate with the Superior Court of California, STAND! Against Domestic
Violence, Community Violence Solutions, and Bay Area Legal Aid to implement the Zero Tolerance Access &
Visitation program (ZTAV), an innovative program model to assist low-income, under represented families
impacted by domestic violence, child abuse, sexual assault, and stalking. The program is designed to address
many of the challenges encountered by supervised visitation centers across the nation and will utilize a multi-
agency approach to increase visitation and exchange between non-custodial parents and their children while
preserving the safety of victims and the children.
Co .trd CostA County STANDARD CONTRACT Number
Standard Form L-1 (Purchase of Services-Long Form) Fund/Org#
Revised 2002 Account# 2310
Other #
1. Contract Identification.
Department: Office of the County Administrator
Subject: Safe Havens: Supervised Visitation and Safe Exchange Grant Program
2. Parties. The County of Contra Costa, California(County),for its Department named above,and the following
named Contractor mutually agree and promise as follows:
Contractor: Community Violence Solutions
Capacity: Non-Profit Corporation
Address: 2045 Mt. Diablo Street, Concord, CA 94520
3. Term. The effective date of this Contract is September 1, 2006. It terminates on August 31, 2008 unless
sooner terminated as provided herein.
4. Payment Limit. County's total payments to Contractor under this Contract shall not exceed
$ 248,053.00.
5. County's Obligations. County shall make to the Contractor those payments described in the Payment
Provisions attached hereto which are incorporated herein by reference, subject to all the terms and conditions
contained or incorporated herein.
6. Contractor's Obligations. Contractor shall provide those services and carry out that work described in the
Service Plan attached hereto which is incorporated herein by reference,subject to all the terms and conditions
contained or incorporated herein.
7. General and Special Conditions. This Contract is subject to the General Conditions and Special Conditions
(if any) attached hereto, which are incorporated herein by reference.
8. Pro'ect. This Contract implements in whole or in part the following described Project, the application and
approval documents of which are incorporated herein by reference:
Not Applicable
L-1 (Page 1 of 2)
Contra Costa County STANDARD CONTRACT Number
Standard Form L-1 (Purchase of Services-Long Form)
Revised 2002
9. Legal Authority. This Contract is entered into under and subject to the following legal authorities:
Government Code Section 31000
10. Signatures. These signatures attest the parties' agreement hereto:
COUNTY OF CONTRA COSTA, CALIFORNIA
BOARD OF SUPERVISORS ATTEST: Clerk of the Board of Supervisors
By By
Chairman/Designee Deputy
CONTRACTOR
Name of business entity Name of business entity
By
(Signature of individual or officer) By
(Signatuic of individual or Ufficul)
(Print name and title A, if applicable) (Print name and title B, if applicable)
Note to Contractor: For Corporations (profit or nonprofit), the contract must be signed by two officers. Signature A must be that of the
president or vice-president and Signature B must be that of the secretary or assistant secretary(Civil Code Section 1190 and Corporations
Code Section 313). All signatures must be acknowledged as set forth on Form L2.
L-I (Page 2 of 2)
Contra Costa County APPROVALS/ACKNOMU MGMF.NT Number
Standard Form L-2 (Purchase of Services-Long Form)
Revised 2002
APPROVALS
RECOMMENDED BY DEPARTMENT FORM APPROVED
COUNTY COUNSEL
By: By:
Designee Deputy
APPROVED: COUNTY ADMINISTRATOR
By: .
Designee
ACKNOWLEDGMENT
STATE OF CALIFORNIA }
ss.
COUNTY OF CONTRA COSTA )
On before me,
insert name and title of the officer), personally appeared
personally known to me (or proved to me on the basis
of satisfactory evidence) to be die person(s) whose name(s) is/are subscribed to die widen instrument and
acknowledged to me that lie/she/diey executed die same in liis/lier/dieir audiorized capacity(ies), and that by
his/lher/their signature(s) on the instrument the person(s), or die entity upon behalf of which die person(s) acted,
executed die instrument.
WITNESS MY HAND AND OFFICIAL SEAL.
(Seal)
Signature
ACKNOWLEDGMENT(by Corporation,Partnership,or Individual)
(Civil Code§1189)
Lr2 (Page 1 of 1)
Contra Costa County SERVICE PLAN OUTLINE Number
Standard Form L-3 (Purchase of Services-Long Form)
Revised 2002
SERVICE PLAN
L SCOPE OF PROGRAM
The primary purpose of the Safe Havens Program is to increase supervised visitation and exchange options
for families with a history of domestic violence (DV), child abuse, sexual assault or stalking.
The goals and objectives of the program are:
(a) Establish a supervised visitation and safe exchange center("Center")in a highly accessible location for low-
income families of West Contra Costa County.
(b) Establish effective follow up communication with the Superior Court to ensure compliance.
(c) Enhance victim and child safety in the short and long-terms.
II. SERVICES TO BE PROVIDED BY COMMUNITY VIOLENCE SOLUTIONS (CONTRACTOR)
A. Primary Services
During the term of the contract, contractor will provide the following services:
(1) Provide approximately three-hundred(300)families in West Contra Costa County with low-cost supervised
visits between parents and children and the exchange of children between parents. Contractor will provide
these services to no fewer than one-hundred and fifty(150)families per year and will serve approximately
forty (40) to sixty (60) families at any one time.
(2) Refer families in which the parents are separating to support services.
(3) Offer psycho-educational groups through the Zero Tolerance Access and Visitation(ZTAV)program for
parents who are DV victims. These psycho-educational groups will be focused on teaching new parenting
skills to families with a history of domestic violence and minimizing the stress of parents who are DV
victims.
(4) Supervise the Center, and administer and monitor day-to-day operations at the Center.
(5) Hire and supervise a Program Director,Facilities Monitor,and subcontracted security guard,who will fulfill
the duties described in Exhibit 1.
(6) Purchase facility supplies and equipment (see Exhibit 1 for a list of supplies and equipment), and install
security equipment at the Center.
B. Administrative Services
The Contractor will provide program management and general administrative services to support the
program as described above. Administrative support includes but is not limited to the following: (1)data
collection and analysis, (2) preparation and submission of quarterly and close-out reports, (3) budget
preparation and submission of demands for reimbursement to Becca Moody, Zero Tolerance for Domestic
Violence, 651 Pine Street, I Vh Floor, Martinez, CA 94553, and (4) any other function that will ensure
compliance with grant requirements and applicable federal regulations as expressed herein. The Contractor
is responsible for employing qualified staff necessary to carry out the program.
L-3 (Page 1 of 4)
III. REPORTING PROCEDURES
Contractor will collect and maintain data that measure the effectiveness of their grant-funded activities.
Contractor agrees to submit semi-annual electronic progress reports on Project activities and Project
effectiveness measures (http://muskie.usm.maine.edu/vawamei/formhavens.htm). Information that the
contractor must collect under the Government Performance and Results Act and VAWA 2000 includes,but
is not limited to: 1)number of persons served; 2) number of persons seeking services who could not be
served; 3) number of supervised visitation and exchange centers supported by the Project; 4) number of
supervised visits between parents and children; and 5) number of supervised exchanges between parents
and children.
Reports for each semi-annual period covered during the term of this Contract are due as follows:
Period to be covered Due Date
July 1, 2006 through December 31, 2006 January 14, 2007
January 1, 2007 through June 30, 2007 July 15, 2007
July 1, 2007 through December 31, 2007 January 14, 2008
January 1, 2008 through June 30, 2008 July 15, 2008
July 1, 2008 through August 31, 2008 September 16, 2008
Contractor shall provide information to Zero Tolerance for Domestic Violence on security or safety
problems concerning parents and children served by the program which occurred during the reporting
period and the number of cases referred by civil, criminal, and/or family courts.
IV. PAYMENT PROCEDURES
Payments will be made on a reimbursement basis for eligible expenses actually incurred by the Contractor up to
the full amount of this Contract. However, it is expressly agreed and understood that the total amount to be paid
under this Contract shall not exceed $248,053.00.
The Contractor shall request reimbursement by submitting Demands (D-15 Form attached as attachment C) for
actual costs incurred pursuant to this Contract. The Office of the County Administrator(CAO)will reimburse
eligible expenses based upon information submitted consistent with the approved grant budget (attached hereto
and made a part hereof as Exhibit 1) and with County policy concerning payments. Demands must include the
following information:
A. A Personnel Expense and Operating Expense Summaries (see attachment A). Summary of time
worked on services provided under the Contract by each staff person and detail corresponding
monthly salary and benefit costs for staff.
B. An Operating Expense Summary (see attachment B), summarizing the amounts being claimed for
reimbursement along with the corresponding vendor references,payment dates and check number.
C. The Demand, including a description of work completed, date completed, amount being claimed for
reimbursement, and an original signature in blue ink signed by a person who can legally bind the
organization.
L-3 (Page 2 of 4)
Demands must be submitted on a monthly basis. Reimbursement is contingent upon the timely submission
of invoices.
Upon approval of the monthly demand, the CAO will submit the demand to the County Auditor's Office for a
check to be sent to Contractor.
V. Documentation and Record-Keening
A. Records to be Maintained. The Contractor shall maintain all records that are pertinent to the activities
to be funded under this Contract. Such records shall include but are not limited to:
(1) Records providing a full description of each activity undertaken;
(2) Financial records;
(3) Other records necessary to document compliance.
B. Retention. The Contractor shall retain all records pertinent to services performed and expenditure
incurred under this Contract for a period of five (5) years after the termination of all activities funded
under this Contract.
C. Client Data. The Contractor shall maintain client data for services provided. Such data shall include,
but is not limited to, client gender, client home city, and description of service provided. Such
information shall be made available to federal auditors or their designees for review upon their request.
VI. SPECIAL CONDITIONS
• The Contractor agrees to comply with the financial and administrative requirements set forth in the
current edition of the Office of Justice Programs (OJP) Financial Guide.
• The Contractor agrees to comply with the organizational audit requirements of OMB Circular A-133,
Audits of States, Local Governments, and Non-Profit Organizations, as further described in the current
edition of the OJP Financial Guide, Chapter 19.
• The Contractor agrees to comply with all relevant statutory and regulatory requirements including, but
not limited to, the Violence Against Women Act of 1994, P. L. 103-322, the Violence Against Women
Act of 2000, P. L. 106-386, the Safe Streets Act, 42 U.S.0 3711 et seq., and STOP Violence Against
Women Formula and Discretionary Grants Program Final Rule, 28 CFR Part 90.
• The Contractor agrees that grant funds will not support activities that may compromise victim safety,
such as: pre-trial diversion programs or the placement of offenders charged with crimes of domestic
violence in such programs; mediation, couples counseling, family counseling or any other manner of
joint victim-offender counseling; mandatory counseling for victims of domestic violence; forcing the
victims to testify against their abusers; or the placement of perpetrators of domestic violence in anger
management programs.
• All materials and publications (written, visual, or sound) resulting from award activities shall contain
the following statements: "This project was supported by Grant No. 2006 CWAX 0015 awarded by the
Office on Violence Against Women, U.S. Department of Justice. The opinions, findings, conclusions,
and recommendations expressed in this publication/program/exhibition are those of the author(s) and
do not necessarily reflect the views of the Department of Justice, Office on Violence Against Women."
L-3 (Page 3 of 4)
• The Contractor will provide Zero Tolerance staff, Becca Moody, 651 Pine Street, 11th Floor, Martinez,
CA 94553, with the agenda for any training seminars, using grant funds. The Contractor must receive
prior approval from the Office of Violence Against Women ("OVW") before using OVW grant funds
to attend any training, workshops, or conferences not sponsored by OVW.
• Contractor understands and agrees that it cannot use any federal funds, either directly or indirectly, in
support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level
of government without the express prior written approval of OVW.
• The Contractor agrees that grant funds will be used to support services for supervised visitation and
safe visitation exchange of children by and between custodial and non-custodial parents. The
Contractor understands that fund will not be used to support visitation or exchange of children in foster
care, kinship care, or protective custody of courts or social service agencies.
• The Contractor agrees that funds will not be used to provide offsite or overnight visitation services.
Offsite visitation includes, but is not limited to, any visit or exchange between a child and a non-
custodial parent that occurs outside that premises of the visitation center. Overnight visitation
includes, but is not limited to any visit or exchange between a child and a non-custodial parent that
occurs after or between the normal operating ours of the visitation center.
• The Contractor agrees to develop adequate security measures, including but not limited to, adequate
facilities,procedures, and personnel capable of preventing violence, for the operation of supervised
visitation programs or safe visitation exchange.
• The Contractor agrees that if fees are charged for use of programs or services, any fees charged must
be based on the income of the individuals using the programs or serviced, unless otherwise provided
by court order.
• Grant funds shall be used to support supervised visitation and safe visitation exchange of children by
and between parents in situations involving domestic violence, child abuse, sexual assault, or stalking.
In accordance with 42 USC 10420, the grantee may not use grant funds to support individual
counseling, family counseling, parent education, support groups or therapeutic supervision. The
grantee may not mandate victims to parent education or other program services.
• The Contractor agrees to submit for CAO review to Devorah Levine, 651 Pine Street, 11`h Floor,
Martinez, CA 94553 and approval any anticipated addition of, removal of, or change in collaborating
partner agencies or individuals who are signatories of the Memorandum of Understanding, and if
applicable, the Internal Memorandum of Agreement.
• The Contractor will facilitate establishment of an advisory board which includes experts in the
following fields: child abuse and neglect, mental health, batterer's intervention, law enforcement, child
protection services, and advocacy for victims of domestic violence and sexual assault.
Initials:
Contractor County Dept.
L-3 (Page 4 of 4)
Contra"Costa County Number
Standard Form L-4 SPECIAL CONDITIONS
Revised 2002 (Purchase of Services -Long Form)
1. Withholding and FICA Deductions. Notwithstanding Paragraph 14 of the General Conditions of
the Standard Contract(Purchase of Services-Long Form), or Paragraph 10 of the Standard Contract
(Purchase of Services-Short Form), for purposes of withholding state and federal taxes and Social
Security only from payments due, the Auditor-Controller will make deductions for these purposes.
Contractor is not a County employee. Contractor further understands that County has no obligation
to provide, and Contractor will not be provided fringe benefits, including but not limited to,vacation,
sick leave, retirement, and health plan coverage. County will provide worker's compensation coverage
and unemployment insurance if County has the right to control the way in which Contractor's work is
done.
2. Modified Insurance Requirements. Paragraph 19 (Insurance) of the General Conditions is deleted
and replaced with:
a. Automobile Insurance. During the entire term of this Contract and any extension or
modification thereof, Contractor shall keep in effect a policy or policies of motor vehicle liability
insurance, naming the County and its officers and employees as additional insureds, for any use
Contractor makes of a private automobile in the performance of this Contract, as required by
State law, in amounts not less than:
i. $100,000 for personal injury to, or death of one person;
ii. $300,000 for injury to, or death of, two or more persons, per occurrence; and
iii. $500,000 for property damage.
b. Insurance Certificate. Not later than the effective date of this Contract, Contractor shall provide
County with a certificate(s) of insurance evidencing the above liability insurance. The policies
shall include a provision for thirty(30) days written notice to County before cancellation or
material change of the above-specified coverage."
c. Proof of Insurance. Contractor shall provide County with (a) copy(ies) of the endorsement(s)
making the County an additional named insured on all general liability, worker's compensation,
and, if applicable, all professional liability insurance policies as required herein no later than the
effective date of this Contract. If Contractor should renew the insurance policy(ies) or acquire
either(a) new insurance policy(ies) or amend the coverage afforded through an endorsement to
the policy(ies) at any time during the term of this Contract, then Contractor shall provide County
with (a) current copy(ies) of the endorsement(s).
d. Professional Liability Insurance. The Contractor shall provide professional liability insurance
with a minimum coverage limit of$500,000 for all damages or losses because of errors, omissions,
or malpractice arising from the provision of professional services under this Contract."
Form L-4 (Page 1 of 1)
Coiitra-Costa County GENERAL CONDITIONS
Standard Form Lr5 (Purchase of Services-Long Form)
Revised 2003
I. Compliance with law. Contractor shall be subject to and comply with all applicable federal,state and local laws and
regulations with respect to its performance under this Contract, inncludinng but not limited to, licensing, employment mid
purchasing practices; mid wages, hours and conditions of employment, including nondiscrimination.
2. Inspection Contractor's performance, place of business and records pertaining to this Contract are subject to
monitoring,inspection,review and audit by authorized representatives of the County,the State of California,and the United
States Government
3. Records. Contractor shall keep and make available for inspection and copying by authorized representatives of the
County, the State of California, and the United States Govenunent, the Contractor's regular business records and such
additional records pertaining to this Contract as may be required by the County.
a. Retention of Records. Contractor shall retain all documents pertaining to this Contract for five years from the
date of submissiou.of Contractor's final payment demand or final Cost Report;for any further period that is required
by law;and until all federal/state audits are complete and exceptions resolved for this contract's funding period. Upon
request, Contractor shall make these records available to authorized representatives of the County, the State of
California, and the United States Government
b. Access to Books and Records of Contractor, Subcontractor. Pursuant to Section 1861(v)(1) of the Social
Security Act, and any regulations promulgated thereunder, Contractor shall, upon written request and until the
expiration of four years after the furnishing of services pursuant to this Contract, make available to the County, the
Secretary of Health and Humana Services,or the Comptroller General,or any of their duly authorized representatives,
this Contract and books, documents, and records of Contractor necessary to certify the nature and extent of all costs
and charges hereunder.
Further, if Contractor carnes out any of the duties of this Contract through a subcontract with a value or cost of
$10,000 or more over a twelve-month period, such subcontract shall contain a clause to the effect that upon written
request and uutil the expiratiou of four years after the furnishing of services pursuant to such subcontract, the
subcontractor shall make available to the County, the Secretary, the Comptroller General, or any of their duly
authorized representatives,the subcontract and books,documents,and records of the subcontractor necessary to verify
the nature and extent of all costs mrd charges thereunder.
This special couditiou is int addition to ary and all other terms regarding the maintenance or reteutiou of records under
this Contract and is binding on the heirs, successors, assigns and representatives of Contractor.
4. Reporting Requirements. Pursuant to Governmeut Code Section 7550,Contractor shall include inn all documents or
written reports completed and submitted to County in accordance with this Contract,a separate section listing the numbers
and dollar amounts of all contracts mid subcontracts relating to the preparation of each such document or written report.
This section shall apply only if the payment limit under this Contract exceeds $5,000.
5. Termination and Cancellation.
a. Written Notice. This Contract may be terminated by either parry,in its sole discretion, upou thirty-day advance
written notice thereof to the other, and may be cancelled immediately by written mutual consent
Lr5 (Page 1 of 6)
Contra-Costa County GENERAL CONDMONS
'Standard Form Lr5 (Purchase of Services-Long Form)
Revised 2003
b. Failure to Perform County,upon written notice to Contractor,may immediately terminate this Contract should
Contractor fail to perform properly any of its obligations hereunder. In the event of such termbnation, County may
proceed with the work m any reasonable manuner it chooses. The cost to County of completing Contractors
performance shall be deducted from any sum due Contractor under this Contract,without prejudice to County's rights
to recover damages.
c. Cessation of Funding. Notwithstanding Paragraph 5.a.above,in the event that federal,state,or other non-Comity
funding for this Contract ceases, this Contract is terminated without notice.
6. Entire Agreement This Contract contains all the terms and conditions agreed upon by the parties. Except as
expressly provided herein,no other understanding,oral or otherwise,regarding the subject matter of this Contract shall be
deemed to exist or to bund any of the parties hereto.
7. Further Specifications for Operating Procedures. Detailed specifications of operating procedures and budgets
required by this Contract,including but not limited to,monitoring,evaluating,auditing,billing,or regulatory changes,may be
developed and set forth in a written Informal Agreement between Contractor and County. Informal Agreements shall be
designated as such and shall not be amendments to this Contract except to the extent that they further detail or clarify that
which is already required hereunder. Informal Agreements may not enlarge in any manner the scope of this Contract,
including any sums of money to be paid Contractor as provided hereon. Informal Agreements may be approved and signed
by the head of the county department for which this Contract is made or its designee.
8. Modifications and Amendments.
a. General Amendments. This Contract may be modified or amended by a written document executed by
Contractor and the Contra Costa County Board of Supervisors or,after Board approval,by its designee,subject to any
required state or federal approval.
b. Administrative Amendments. Subject to the Payment Limit,the Payment Provisions mid the Service Plan may be
amended by a written administrative amendment executed by Contractor and the County Administrator(or designee),
subject to any required state or federal approval, provided that such administrative amendment may not materially
change the Payment Provisions or the Service Plan.
9. Disputes. Disagreements between County and Contractor concerning the meaning,requirements,or performance of
this Contract shall be subject to final written determination by the head of the county department for which this Contract is
made,or his designee,or in accordance with the applicable procedures (if any) required by the state or federal government
10. Choice of Law and Personal_Turisdiction.
a. This Contract is made in Contra Costa County and shall be governed and construed in accordance with the laws
of the State of California.
b. Any action relating to this Contract shall be instituted mid prosecuted in the courts of Contra Costa County,State
of California.
hs5 (Page 2 of 6)
Initials:
Contractor County Dept.
Coutra Costa'County GRNF,RAL CONDITIONS
Standard Form L-5 (Purchase of Services—Long Form
Revised 2003
11. Conformance with Federal and State Remulations and Laws. Should federal or state regulations or laws touching upon
the subject of this Contract be adopted or revised during the term hereof,this Contract shall be deemed amended to assure
conformance with such federal or state requirements.
12. No Waiver by County. Subject to Paragraph 9. (Disputes) of these General Conditions,inspections or approvals,or
statements by any officer, agent or employee of County indicating Contractor's performance or any part thereof complies
with the requirements of this Contract,or acceptance of the whole or any part of said performance,or payments therefor,or
any combination of these acts, shall not relieve Contractors obligation to fulfill this Contract as prescribed; nor shall the
County be thereby estopped from bringing any action for damages or enforcement arising from any failure to comply with
any of the terms and conditions of this Contract
13. Subcontract and Assignment This Contract bunds the heirs, successors, assigns and representatives of Contractor.
Prior written consent of the County Administrator or his designee, subject to any required state or federal approval, is
required before the Contractor may enter into subcontracts for any work contemplated under this Contract,or before the
Contractor may assign this Contract or monies due or to become due, by operation of law or otherwise.
14. Independent Contractor Status. This Contract is by and between two independent contractors and is not untended to
and shall not be construed to create the relationship between the parties of agent, servant, employee, partnership,joint
venture or association.
15. Conflicts of Interest Contractor,its officers,partners,associates,agents,and employees,shall not make,participate in
making,or un any way attempt to use the position afforded them by this Contract to influence any governmental decision in
which they know or have reason to know they have a financial interest under California Government Code Sections 87100,
et seq., or otherwise.
16. Confidentiality. Contractor agrees to comply and to require its officers,partners,associates,agents and employees to
comply with all applicable state or federal statutes or regulations respecting confidentiality,including but not limited to,the
identity of persons served under this Contract, their records, or services provided them, and assures that
a. All applications and records concerning any individual made or kept by Contractor or any public officer or agency
in connection with the administration of or relating to services provided under this Contract will be confidential, and
will not be open to examination for any purpose not directly connected with the administration of such service.
b. No person will publish or disclose or permit or cause to be published or disclosed,any list of persons receiving
services,except as may be required in the administration of such service. Contractor agrees to inform all employees,
agents and partners of the above provisions, and that any person knowingly mid intentionally disclosing such
information other than as authorized by law may be guilty of a misdemeanor.
17. Nondiscriminatory Services. Contractor agrees that all goods and services under this Contract shall be available to all
qualified persons regardless of age, sex, race, religion, color, national origin, ethnic background, disability, or sexual
orientation, and that none shall be used, in whole or inn part,for religious worship or instruction.
18. Indemnification. Contractor shall defend,indemnify,save,and hold harmless County and its officers and employees
from any and all claims, costs mid liability for any damages, sickness, death, or injury to person(s) or property, including
without limitation all consequential damages,from any cause whatsoever arising directly or indirectly from or connected with
Lr5 (Page 3 of 6)
Initials:
Contractor County Dept.
Cbfntra Costa-County GF.NF,RAL CONDMONS
Swidard Form Lr5 (Purchase of Services-Long Form)
Revised 2003
the operations or services of Contractor or its agents, servants, employees or subcontractors hereunder, save and except
claims or litigation arising through the sole negligence or sole willful misconduct of County or its officers or employees.
Contractor will reimburse County for any expenditures,uicluduig reasonable attonieys'fees,County may make by reason of
the matters that are the subject of this indemnification, and, if requested by County,will defend any claims or litigation to
which this indemnification provision applies at the sole cost and expense of Contractor.
19. Insurance. During the entire tern of this Contract and any extension or modification thereof,Contractor shall keep in
effect insurance policies meeting the following insurance requirements unless otherwise expressed in the Special Conditions:
a. Liability Insurance. For all contracts where the total payment limit of the contract is$500,000 or less,Contractor
shall provide comprehensive liability insurance, including coverage for owned and non-owned automobiles, with a
minimum combined single limit coverage of$500,000 for all damages,including consequential damages,due to bodily
injury, sickness or disease, or death to any person or damage to or destruction of property, including the loss of use
thereof, arising from each occurrence. Such insurance shall be endorsed to include County and its officers and
employees as additional insureds as to all services performed by Contractor under this agreement Said policies shall
constitute primary insurance as.to County,the state and federal governments,and their officers,agents,and employees,
so that other insurance policies held by them or their self-insurance program(s) shall not be required to contribute to
any loss covered under Contractor's insurance policy or policies. For all contracts where the total payment limit is
above $500,000, the aforementioned insurance coverage to be provided by Contractor shall have a minimum
combined single limit coverage of$1,000,000,and Contractor shall be required to provide County with a copy of the
endorsement making the County an additional insured on all general liability, worker's compensation, and, if
applicable,all professional liability insurance policies as required herein no later than the effective date of this Contract
b. Workers'Compensation. Contractor shall provide workers'compensation insurance coverage for its employees.
C. Certificate of Insurance. The Contractor shall provide the County with(a)certificate(s) of insurance evidencing
liability and worker's compensation insurance as required herein no later than the effective date of this Contract If the
Contractor should renew the insurance policy(ies)or acquire either a new insurance policy(ies)or amend the coverage
afforded through an endorsement to the policy at any time during the term of this Contract, then Contractor shall
provide (a) current certificate(s) of insurance.
d. Additional Insurance Provisions. The insurance policies provided by Contractor shall include a provision for
thirty (30) days written notice to County before cancellation or material change of the above specified coverage.
20. Notices. All notices provided for by this Contract shall be in writing and may be delivered by deposit in the United
States mail, postage prepaid. Notices to County shall be addressed to the head of the county department for which this
Contract is made. Notices to Contractor shall be addressed to the Contractor's address designated herein. The effective
date of notice shall be the date of deposit in the mails or of other delivery,except that the effective date of notice to County
shall be the date of receipt by the head of the county department for which this Contract is made.
21. Primacy of General Conditions. Except for Special Conditions which expressly supersede General Conditions,die
Special Conditions (if any) and Service Plan do not limit any term of the General Conditions.
1,5 (Page 4 of 6)
Initials:
Contractor County Dept.
Coiitra Costa County GENERAL CONDITIONS
Standard Form Ir5 (Purchase of Services-Long Form)
Revised 2003
22. Nonrenewal. Contractor understands and agrees that there is no representation,implication,or understanding that the
services provided by Contractor under this Contract will be purchased by County under a new contract following expiration
or terminnation of this Contract, and waives all rights or claims to notice or hearing respecting any failure to continue
purchasing all or any such services from Contractor.
23. Possessory Interest If this Contract results in Contractor having possession of,claim or right to the possession of land
or improvements,but does not vest ownership of the land or improvements in the same person,or if this Contract results in
the placement of taxable improvements on tax exempt land (Revenue & Taxation Code Section 107), such interest or
improvements may represent a possessory interest subject to property tax,and Contractor may be subject to the payment of
property taxes levied on such interest Contractor agrees that this provision complies with the notice requirements of
Revenue&Taxation Code Section 107.6,and waives all rights to further notice or to damages under that or any comparable
statute.
24. No Third-Party Beneficiaries. Notwithstanding mutual recognition that services under this Contract may provide some
aid or assistance to members of the County's population, it is not the intention of either County or Contractor that such
individuals occupy the position of intended third-party beneficiaries of the obligations assumed by either party to this
Contract
25. Conw4-hts and Rights in Data Contractor shall not publish or transfer any materials produced or resulting from
activities supported by this agreement without the express written consent of the County Administrator. If any material is
subject to copyright, County reserves the right to copyright, and Contractor agrees not to copyright, such material. If the
material is copyrighted,County reserves a royalty-free,nonexclusive,and irrevocable license to reproduce,publish,and use
such materials, in whole or in part, and to authorize others to do so.
26. Endorsements. Contractor shall not in its capacity as a contractor with Contra Costa County publicly endorse or
oppose the use of any particular brand name or commercial product without the prior approval of the Board of Supervisors.
In its County contractor capacity, Contractor 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 Board of Supervisors. In its County contractor capacity,Contractor shall not participate or
appear in any commercially produced advertisements designed to promote a particular braid name or commercial product,
even if Contractor is not publicly endorsing a product, as long as the Contractor's presence in the advertisement can
reasonably be interpreted as an endorsement of the product by or on behalf of Contra Costa County. Notwithstanding the
foregoing,Contractor may express its views on products to other contractors,the Board of Supervisors, County officers,or
others who may be audnorized by the Board of Supervisors or by law to receive such views.
27. Required An (A) If Contractor is funded by$500,000 or more in federal grant funds in any fiscal year ending
after December 31, 2003 from any source, Contractor shall provide to County at Contractor's expense an audit
conforming to the requirements set forth in the most current version of Office of Management mid Budget Circular A-
133. (B) If Contractor is funded by less than $500,000 in federal grant funds in any fiscal year ending after December
31, 2003 from any source, but such grant imposes specific audit requirements; Contractor shall provide to County an
audit conforming to those requirements. (C) If Contractor is funded by less than $500,000 in federal grant funds in any
fiscal year ending after December 31, 2003 from any source, Contractor is exempt from federal audit requirements for
that year, however, Contractor's records must be available for and an audit may be required by, appropriate officials of
the federal awarding agency, the General Accounting Office (GAO), the pass-through entity and/or the County. If any
1,5 (Page 5 of 6)
Initials:
Contractor County Dept.
Contra Costes County GENERAL CONDITIONS
Standard Form L-5 (Purchase of Services-Long Form)
Revised 2003
such audit is required, Contractor shall provide County with such audit With respect to the audits specified in (A), (B)
and (C) above, Contractor is solely responsible for arranging for the conduct of the audit, and for its cost County may
withhold the estimated cost of the audit or 10 percent of the contract amount, whichever is larger, or the final payment,
from Contractor until County receives the audit from Contractor.
28. Authorization. Contractor, or the representative(s) signing this Contract on behalf of Contractor, represents and
,%=ants that it has full power and authority to enter into this Contract and perform the obligations herein.
1-5 (Page 6 of 6)
Initials:
Contractor County Dept.
C'o'ntra Costa County PAYMENT'PROVISIONS Number
Standard°Form P-1 (Fee Basis Contracts-Long and Short Form)
Revised 2002
1. Payment Amounts. Subject to the Payment Limit of this Contract and subject to the following Payment
Provisions, County will pay Contractor the following fee as full compensation for all services,work,expenses
or costs provided or incurred by Contractor:
]Check one alternative only.]
❑ a. $ monddy, or
❑ b. $ per unit, as defined in die Service Plan, or
❑ c. $ after completion of all obligations and conditions herein.
® d. Odier: As defined in Service Plan.
2. Payment Demands.Contractor shall submit written demands for payment on County Demand Form D-151
die manner and form prescribed by County. Contractor shall submit said demands for payment no later than
30 days from die end of die mond) in wlucb die contract services upon which such demand is based were
actually rendered. Upon approval of payment demands by the head of die County Department for which dhis
Contract is made, or his designee, County will make payments as specified in Paragraph 1. (Payment
Amounts) above.
3. Penalty for Late Submission. If County is unable to obtain reimbursement from die State of California as a
result of Contractor's failure to submit to County a timely demand for payment as specified in Paragraph 2.
(Payment Demands) above,County shall not pay Contractor for such services to the extent County's recovery
of funding is prejudiced by die delay even though such services were fully provided.
4. Right to Withhold. County has die right to wid)hold payment to Contractor when,in the opinion of County
expressed in writing to Contractor, (a) Contractor's performance, in whole or in part, either has not been
carred out or is insufficiently documented, (b) Contractor has neglected, failed or refused to furnish
information or to cooperate wid) any inspection, review or audit of its program, work or records, or (c) .
Contractor has failed to sufficiently itemize or document its demand(s) for payment.
5. Audit Exceptions. Contractor agrees to accept responsibility for receiving,replying to,and/or complying with
any audit exceptions by appropriate county, state or federal audit agencies resulting from its performance of
this Contract. Within 30 days of demand, Contractor shall pay County die full amount of County's obligation,
if any, to the state and/or federal government resulting from any audit exceptions, to die extent such are
attributable to Contractor's failure to perform properly any of its obligations under flus Contract.
Initials:
Contractor County Dept.
Form P-1 (Page 1 of 1)
EXHIBIT 1
APPROVED GRANT BUDGET
2006-2008
SAFE HAVENS: SUPERVISED VISITATION AND SAFE EXCHANGE GRANT PROGRAM
CONTRA COSTA COUNTY,CALIFORNIA
ZERO TOLERANCE ACCESS&VISITATION PROGRAM
Name of Contractor Computation Time Period Totals
Community Violence Solutions (CVS) Detail attached 24 months $248,053
CONTRACTOR COMPUTATION DETAIL
CONTRACTS
Full Time
Equivalent Salary
CVS Personnel (FTE) Computation Amount
Deputy Director 0.20 ($6,167 mo x .20 x 24 mo) $29,602
Project Director 0.70 ($4,167 mo x .70 x 22.5 mo) $65,630
Facility Monitor 1 0.50 ($3,334 mo x .50 x 22.5 mo) $37,508
Total Personnel $1329740
Benefit
CVS Personnel Fringe Benefits Rate Computation Amount
FICA 7.65% ($132,740 x 7.65%) $10,155
Medical 8.50% ($132,746x 8.5%) $11,283
Workers Comp 5.75% ($132,740 x 5.75%) $7,632
SUI 1.30% ($132,740 x 1.30%) $1,725
Pension plan 2.00% ($132,740 x 2.0%) $2,655
Total Fringe Benefits 25.20% $339450
Salary
CVS Contracted Personnel Computation Amount
Security Guards ($20/hr. x 18 hrs/wk. x 92 wks) $33,120
Total Subcontract $339120
Expense
CVS Other Computation Amount
Communications ($115/mo. x 24 months) $2,760
Computer&Printer Estimated package $2,320
Contra Costa County-Budget Narrative—Page 1 of 5
Safe Havens:Supervised Visitation and Safe Exchange Grant Program
Office Supplies ($75/mo. x 24 months) $1,800
Lease ($7,600/yr. x 2 years) $15,200
Insurance ($2,500/yr. x 2 years) $5,000
Program Facility Supplies (toys, books, etc.) See narrative $2,500
Program Print Materials Printer estimate $2,369
Client Assistance (transportation, gift certificates) ($200/mo. x 22 months) $4,400
Metal Detectors (1) See narrative $4,550
Wand Detector(1) See narrative $750
Security System Installation&Alarm See narrative $7,094
Total Other $489753
TOTAL COMMUNITY VIOLENCE SOLUTIONS $248,053
SAFE HAVENS: SUPERVISED VISITATION AND SAFE EXCHANGE GRANT PROGRAM
BUDGET 2006-2008
CONTRA COSTA COUNTY,CALIFORNIA
ZERO TOLERANCE ACCESS&VISITATION PROGRAM
BUDGET NARRATIVE
Project Period: 24 months
COMMUNITY VIOLENCE SOLUTIONS - $2479603
Sole Source Justification: Community Violence Solutions is the sole provider and leader in rape crisis
services and child abuse utilizing the Children's Interview Center to facilitate county-wide
collaboration in Contra Costa County and integral to all efforts related to sexual assault, stalking and
child abuse.
Deputy Director- Community Violence Solutions - $29,602
Cally Martin, MFT: The Project Director will oversee all supervised visitation center activities,
conduct case reviews on a monthly basis with staff, complete court reports, complete grant
reporting, and ensure effective linkages to referrals to victim & children's services. The Director is
also responsible promoting expansion of supervised visitation to other communities. The Program
Director will be responsible for all aspects of the program, including program/office management,
supervision of employees and interns, and referrals for services. Salary figure is based on $6,167
per month x 0.20 FTE for 24 months.
Project Director- Community Violence Solutions - $65,630
New Hire Position: The Site Manager will run the supervised visitation center activities, conduct
intakes, assessments & orientations, provide supervision to the site monitors, provide safety
assessments & tools for short and long term planning and referrals to needed advocacy services for
participants. Salary figure is based on$4,167 per month x 0.70 FTE for 22.5 months.
Contra Costa County-Budget Narrative—Page 2 of 5
Safe Havens:Supervised Visitation and Safe Exchange Grant Program
Facility Monitor- Community Violence Solutions - $37,508
New Hire Position: The monitor will supervise visitations at the facility and provide
documentation of the process. Monitors are present during child exchanges and visits and will
record details of the interactions between visiting family members according to Court orders or
other agreements. They will intervene or terminate visits when necessary to ensure the safety and
welfare of the child. Salary figure is based on$3,334 month x 0.50 FTE for 22.5 months.
Community Violence Solutions Fringe (25.20%) - $33,450
Fringe benefits covers the three personnel positions as listed above. Calculation is $132,740 x
25.20%to total $33,450.
Communications - Community Violence Solutions - $2,760
This total covers the use of phones, cell phone for the Project Director, Internet access and
computer networking to facilitate communication between staff, clients, attorneys, and
collaborative partners. This also includes phone usage by clients at the visitation site. Calculation
is based on 24 months of operations at $115 per month to total $2,760.
Computer& Printer- Community Violence Solutions - $2,320
The new computer station will be used by the facility staff to support office operations,
documentation on visitation and exchanges, reporting, and data collection. They will utilize the
computer to manage information on clients, correspondence, and services. Costs calculations are
based on equipment estimates.
Office Supplies - Community Violence Solutions - $2,400
Office supplies are necessary for CVS project staff. Calculation is based on $100 per month x 24
months.
Lease - Community Violence Solutions - $15,200
CVS will secure five designated rooms at the facility for supervised visitation and exchange. These
rooms occupy one specific section of the building with separate entrance/exit and separate
restrooms from existing operational areas. Two rooms will be designated for simultaneous
visitation. Two rooms will be utilized for parents while the fifth room will be a playroom for
waiting children. The estimated square footage of the site area and program operations is 4500
square feet. This cost includes two additional days for janitorial to total $7,600 per year or $15,200
for 24 months.
Insurance- Community Violence Solutions - $5,000
Community Violence Solutions will increase its liability insurance to host the supervised visitation
center in its building. Insurance estimates are $2,500 extra per year to total $5,000. Liability
insurance includes protection against claims that allege negligence or inappropriate action that
resulted in bodily injury or property damage to another party.
Contra Costa County-Budget Narrative—Page 3 of 5
Safe Havens:Supervised Visitation and Safe Exchange Grant Program
Program Facility Supplies - Community Violence Solutions - $2,500
Baby items, toys, books, etc. will ensure age appropriate materials are available for visiting
families. Items to make the facility feel like a comfortable and enjoyable environment for youth
and parents include television and educational activity games for children's waiting room. Special
books for children in crisis will be purchased. In-kind donations will also be sought. Calculation
is based on cost estimates listed below:
Items Cost (22 mo.)
Toys $650
Books (targeted) $400
Television/VCR/tapes $650
Educational games $800
Total Program Facility Costs $2,500
Program Print Materials—$2,369 - Program materials such as print brochures and resource cards
are used as outreach tools to describe visitation/exchange services and are distributed to families.
This includes printing and paper costs (estimated by printer).
Client Assistance— $4,400 — Bus and BART (Bay Area Rapid Transit) tickets will be provided to
victims as needed to meet their transportation needs as well as gift certificates to local
supermarkets, restaurants and pharmacies. Calculation is based on $200 per for 22 months.
SECURITY SYSTEM - The Zero Tolerance Access & Visitation facility is designed with a high-security
system model. The site Security Plan involves secured entrances, surveillance, and security response
systems. Funding will provide for the hiring of a security guard and the purchase of a building metal
detector, a detector wand, camera system, panic buttons, breathalyzer, additional parking lot lighting,
and other alarm system enhancements as listed below:
Security Guards - Community Violence Solutions - $33,120
The security company ensures that hired guards will be screened, trained in visitation site policies,
and checked for background appropriateness. The security guard hourly rate is $20 per hour.
Visitation by "highest risk" families will occur on select days and/or hours when a security guard is
on the premises. Since the facility launches on January 15, 2006, estimated hours are 18 hours per
week for 20 months. This includes one week of closure per year to total 92 weeks for the entire
project period. Eighteen hours per week for 92 weeks at $20 per hour is $33,120.
Metal Detectors - Community Violence Solutions - $5,300
Estimated metal detector costs cover one wand detector (estimated at $750) and one building
detector(estimated at$4,550)to total $5,300.
Security System Installation - Community Violence Solutions - $7,094
These costs cover an upgrade to the building alarm and security system. Costs include electrical
installation and equipment as listed in the following chart:
Contra Costa County-Budget Narrative—Page 4 of 5
Safe Havens:Supervised Visitation and Safe Exchange Grant Program
Ite1.ms # Each Total
Security Camera 4 $210 $840
Security Recorder 1 $400 $400
Camera Monitors 2 $345 $690
Alarm Button wiring 3 $200 $600
Video time/date displaygenerator/distributor 1 1 $300 $300
Parking lot motion lights 2 $85 $170
Alarms stem upgrade and electrical installation 1 time cost $3,694
Power supplies $400
TOTAL $7,094
Contra Costa County-Budget Narrative—Page 5 of 5
Safe Havens:Supervised Visitation and Safe Exchange Grant Program
Attachment A
To: Devorah Levine, Zero Tolerance for Domestic Violence Coordinator
From:
Date:
Subject: SAFE HAVENS: SUPERVISED VISITATION AND SAFE EXCHANGE
GRANT PROGRAM
Total Quarterly Expenditures: $
Organization Code to be Credited: Org# Account#
Org# Account#
Details of Expenditures:
Permanent Salary Acct # $
FICA # $
Retirement # $
Medical Insurance # $
SUI # $
Workers Compensation # $
Deferred Compensation # $
CERTIFICATION OF QUARTERLY FINANCIAL REPORT
SAFE HAVENS EXPENDITURES.
Quarter Ending , fiscal year ending June 30, 200
I HEREBY CERTIFY, to the best of my knowledge and belief, that the amounts stated herein
fairly present a statement of all Safe Havens expenditures in accordance with CAO reporting
requirements.
Signature Department
Name/Title Date
Attachment B
SAMPLE
Department Name
Safe Havens: Supervised Visitation and Safe Exchange Grant Program
Award No. 2006-CW-AX-0015
(Date) Reimbursement Request
Personnel Expense Summary
Total Hours Hours
Program Staff/ Pay Worked on Charged Check Hourly
Employee Number Position Period Program to Number Rate Amount
FTE) GTEA
7/1/04 to
John Doe#XXX Director 12/31/04 100 80 $XXX $XXX
7/1/04 to
Jane Doe#XXX Case Manager 1 12/31/04 100 80 $XXX $XXX
Total Wages $XXX
Taxes/Benefits
FICA/Medicare (7.65%) $XXX
Worker's Compensation(1.24%) $XXX
Health Insurance $XXX
Dental Insurance $XXX
Life Insurance $XXX
Total Taxes and Benefits $XXX
Personnel Expenses Claimed for Reimbursement $XXX
Attachment C
DEMAND
4041 D
on the Treasury of the Date
COUNTY OF CONTRA COSTA
STATE OF CALIFORNIA
Name
ISI IFbI IMPORTANT
Address See Instructions on Reverse Side.
City,State
For the sum of Dollars
As itemized belw..
Date Description Amount
The undersigned under the penalty of perjury states:That the above claim and the items as therein set out are true and correct,that no part thereof has been
heretofore paid;and that the amount therein is justly due,and that the same is presented within one year after the last item thereof has accrued.
Signed
Vendof NO. Received,Accepted,and Expenditure Authorized
Department Head of Chief Deputy
SUM No. Invoice Date Description Fund/Org. Account Encumbrance No. PIC I Payment Amount
Taxable Amount Task Option Activity Sec Fla s Discount Amount
SUM No. Invoice Dale Description Fund/Org. Account Encumbrance No. PIC Payment Amount
Taxable Amount Task Option Activity Spec Fla s Discount Amount
i
SUM No. Invoice Date Description Fund/Org. Acooum Encumbrance No. PIC Payment Amount
Taxable Amount Task Option Activity Spec Fla s Discount Amount
Total
oem."a