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HomeMy WebLinkAboutMINUTES - 06081993 - 1.64 1 -64 TO: BOARD OF SUPERVISORS - `E ` � Contra FROM: John H. deFremery, Agricultural Commissi e t Director Weights & Measures s Costa DATE: May 2 4 , 19 9 3 y.-�f County t� cciiiv<' SUBJECT: State Pest Detection Contract for Fiscal Year 1993-94 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION Authorize Chairman, Board of Supervisors, to sign Standard Agreement No. 93-0151 . This Standard Agreement is effective July 1, 1993 through June 30, 1994 and reimburses the County $337,948 for pest detection. services . BACKGROUND The County Department of Agriculture deploys traps countywide to detect incipient infestations of exotic pests such as Medfly, Gypsy Moth, Japanese Beetle, etc. The State reimburses the County for all costs that exceed our historic level of trapping. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE (S): yy ACTION OF BOARD ON APPROVED AS RECOMMENDED Ll. OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE JJ_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. GJ CC: ATTESTED PHIL CHELOR,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR M382 (10/88) BY DEPUTY 64 STATE OF.?ALIFOF,VIti ♦ .— STAPJDARD AGREEMENT- APPROVED BY THE CONTRACT NUMBER AM.NO. ATTORNEY GENERAL STD.2(REV.5.91) 93-0151 TAXPAYERS FEDERAL EMPLOYER IDENTIFICATION NUMBER THIS AGREEMENT,made and entered into this 19th day of MAY 1$3 94-6000509 in the State of California,by and between State of California,through its duly elected or appointed,qualified and acting TITLE OF OFFICER ACTING FOR STATE AGENCY _DIRECTOR DEPARTMENT OF FOOD AND AGRICULTURE hereafter called the State,and CONTRACTOR'S NAME COUNTY OF CONTRA COSTA hereafter called the Contractor. WITNESSETH: That the Contractor for and in consideration of the covenants,conditions,agreements,and stipulations of the State hereinafter expressed, does hereby agree to furnish to the State services and materials as follows: (Set forth service to be rendered by Contractor,amount to be paid Contractor, time for performance or completion,and attach plans and specifications,if any.) Contractor to place and service traps in accordance with the obligations and specifications set forth in Exhibit "A" and provide all equipment, personnel, and materials (except traps, trap parts, and lures), necessary to place and service the number of traps designated in Exhibit "C" attached hereto and made a part hereof. This agreement shall be effective July 1, 1993 through June 30, 1994. This agreement must be signed and returned within 45 days after receipt by the Contractor. Total amount payable under this agreement shall not exceed the amount shown on the attached "Budget Sheet" identified as Exhibit "B" and by this reference made a part hereof. The Contractor shall be reimbursed by submitting an itemized invoice on County letterhead, in triplicate, monthly in arrears, with a copy of Pest Detection Report I (66-035) for the same period, identified with the Contract Number to: George Loughner, California Department of Food and Agriculture, Pest Detection/Emergency Projects, 1220 N Street, Room A-350, Sacramento California 95814. CONTINUED ON SHEETS, EACH BEARING NAME OF CONTRACTOR AND CONTRACT NUMBER. The provisions on the reverse side hereof constitute a part of this agreement. IN WITNESS WHEREOF,this agreement has been executed by the parties hereto,upon the date first above written. STATE OF CALIFORNIA CONTRACTOR AGENCY CONTRACTOR(it other than an individual,state whether a corporation,partnership,etc.) DEPARTMENT OF FOOD AND AGRICULTURE COUNTY OF CONTRA COSTA BY(AUTHORIZED SIGNATURE) BY(AUTH^c'`^s cNA � � D PRINTED NAME OF PERSON SIGNING PRINTED NAME AND' OF PERSON SIGNING JEAN WALKER TITLE ADDRESS CONTRACT MANAGER AMOUNT ENCUMBERED BY THIS PROGRAM/CATEGORY(CODE AND TITLE) FUND TITLE Department of General Services DOCUMENT $337,948.00 80.20.02 — $129,968.00 1AG & GENERAL Use Only (OPTIONAL USE) PRIOR AMOUNT ENCUMBERED FOR 20.25.81 — $207,980.00 THIS CONTRACT ITEM 8570-602-111 CHAPTER I STATUTE70 I FISCALYEAR TOTAL AMOUNT ENCUMBERED TO 8570-101-001 1 '93 93/94 DATE OBJECT OF EXPENDITURE(CODE AND TITLE) $337,948.00 701407 I hereby certify upon my own personal knowledge that budgeted funds T.B.A.NO. B.R.NO. are available for the period and purpose of the expenditure stated above. SIGNATURE OF ACCOUNTING OFFICER DATE D El CONTRACTOR F� STATE AGENCY DEPT.OF GEN.SER. CONTROLLER Page Two Contract No. 93-0151 County of Contra Costa RESOLUTIONS A copy of a resolution, order, motion, or ordinance of the local governing body by law having authority to enter into proposed contract authorizing execution of agreements must be included wren contracting parties are county, city, district , boards or commissions . (State Administrative Manual Section 1208). DISPUTES Any dispute concerning a question of fact arising under the terms of this agreement which is not disposed of within a reasonable period of time (ten days) by the Contractor and State employees normally responsible for the administration of this Contract shall be brought to the attention of the Chief Executive Officer (or designated representative) of each organization for joint resolution. SUBCO14TRACTING Contractor shall not subcontract any services under this contract without prior approval of the State's representative. AMENDMENT/CANCELLATION This agreement may be amended upon notice by the State, or cancelled b>7 either party upon thirty (30) days written notice unless otherwise stated (State Administrative Manual Section 1247). BUDGET ACT It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this agreement does not appropriate sufficient funds for the program this contract shall be of no further force and effect. In this event , the State shall have no liability to pay any funds *.whatsoever to the Contractor or to furnish any other considerations under this contract and the Contractor shall not be- obligated to perform any provisions of this contract . AUDIT It is hereby mutually agreed that the Contractor shall be subject to the examination and audit of the Auditor General for a period of three years after final payment under this agreement (Government Code Section 10532). The examination and audit shall be confined to those matters connected with the performance of this contract including but not limited to the cost of administering the contract . APPROVAL This contract shall not :-)e considered effective until signed by both parties and approved by the Department of General Services if required (State A.d-min- istrative Manual Sections 1215 and 1216) . 88-04-P.E. Rev. 12/39 (3) Page Four Contract No. 93-0151 County of Contra Costa The itemized invoice shall include separate sections entitled PERSONNEL, TRANS- PORTATION and SUPPLIES/EQUIPMENT. All personnel charged to the contract shall be listed by name, hourly wage, benefits and total salary. Transportation charges shall be listed by vehicle license number, miles driven, cost per mile and total cost. Supplies/Equipment of $50.00 or more shall be accompanied by itemized sales receipts (not a purchase order request). Those items in excess of $100.00 shall require prior approval from the State Coordinator. Payments will be made after certification and signature by the State Coordinator; this will not cause unreasonable delay. Motor vehicles previously purchased with funds advanced pursuant to this contract shall be used only for the trapping activities that are described in this contract, or in subsequent renewals or extensions of this contract. The State may be invoiced by the contractor for the actual costs of gasoline, oil , tires and general mainten- ance incurred in operating these vehicles. The contractor may not invoice the State for other costs including depreciation. Motor vehicles leased/rented and used only for trapping activities pursuant to this contract may be billed for actual. lease/rental charge and actual cost of gasoline, oil and general maintenance incurred in operating these vehicles. This shall include vehicles leased/rented from local county motor pool. Page 1 of 3 Exhibit A County of Contra Costa Agreement No. 93-0151 EXHIBIT A Contract Specifications for State-County .. Detection Trapping Program AGENCY RESPONSIBILITY Section 1. California Department of Food and Agriculture shall: A. Provide all traps, trap parts, and lures. B. Provide technical assistance and training to county agricultural commissioner personnel on the use of traps and detection procedures. C. Assist with and review the county trapping programs. D. Provide county trappers with copies of the CDFA Insect Trapping Guide. Section 2. The County Agricultural Commissioner shall: A. Place the minimum number of each trap specified in Exhibit C. Trap densities, trapping periods and servicing schedules shall conform with those specified in the Insect Trapping Guide under "Definitions" for individual county situations. B. Ensure all traps (except McPhails) are numbered and dated at each servicing, indicating if deployed, rebaited, rotated, or relocated. Traps are placed and removed on dates shown below. * C. Ensure that Medfly traps are serviced every 14 days July 1, 1993 through October 31, 1993 and April 1, 1994 through June 30, 1994. McPhail traps are serviced every 7 days July 1, 1993 through October 31, 1993 and April 1, 1994 through June 30, 1994. Medfly traps in rural areas will be serviced once each month and relocated at that time. * D. Ensure Oriental fruit fly traps are serviced every 14 days July 1, 1993 through October 31, 1993 and April 1, 1994 through June 30, 1994. Melon fly traps are serviced every 14 days July 1, 1993 through October 31, 1993 and June 1, 1994 through June 30, 1994. * The trapping period in portions of mountainous or northern counties may be less than that stated. Page 2 of 3 Exhibit A County of Contra Costa Agreement No. 93-0151 * E. Ensure that gypsy moth and Japanese beetle traps are serviced once a month July 1, 1993 through August 30, 1993 and June 1, 1994 through June 30, 1994. Gypsy moth traps located in remote areas may be placed in the spring and recovered in the fall with no interim servicing. F. Send trapping personnel to training provided by state detection entomologists. State detection entomologists will provide an annual training program specifically for trapping supervisors in which all counties shall participate. G. Ensure that all trapping procedures follow those outlined in the CDFA Insect Trapping Guide. A copy of the Guide shall be kept the trapper's vehicle for reference. H. Make a monthly report to the state on Form 66-035 (Pest Detection Report Number 1) of all traps deployed and being serviced at the end of the month, traps added or removed, and the total number of servicings during the month (deployment of traps should be credited as a servicing; relocation of a trap should be credited as two (2) servicings. THIS REPORT WILL BE SUBMITTED WITH THE MONTHLY INVOICE FOR THE SAME TIME PERIOD. I. Provide two sets of trapping records for all traps. One set, to be carried by the trapper, will indicate the exact location and information regarding servicing, baiting, rotation and relocation of the trap. The other set will remain in the county office, being updated on a weekly basis. J. Maintain county grid maps depicting the location and distribution of all traps deployed. K. Fruit fly traps shall be relocated every six weeks or as available host material dictates. * The trapping period in portions of mountainous or northern counties may be less than that stated. Page 3 of 3 Exhibit A County of Contra Costa Agreement No. 93-0151 L. Allow state detection personnel and/or federal PPQ officers to perform quality control inspections of the county trapping program. M. Allow state detection entomologists to accompany trappers and/or supervisors in the field. This will be credited as field training for county personnel. Department of Agriculture Contra John H. de Fremery Agricultural Commissioner 2366A Stanwell Circle Costa Director weights and Measures Concord, California 94520-4807 J (510) 646-5250 EXHIBIT B FAX (510) 646-5732 County COUNTY OF CONTRA COSTA Branch Office s e t AGREEMENT NO. 93-0151 724-3rd Street Brentwood,California 94513-1360 ^' (510)634-5682 t ra Cpl r Pest Detection Trapping Budget FY 1993/94 A. Personnel 1 . Salaries $212,886 2 . Staff Benefits and Overhead $103,955 Total $316,841 B. Supplies 0 C. Vehicle Operation $ 30,615 Total Program Cost $347,456 D. Less County Commitment $ 9,508 Total Contract Amount $337,948 EXHIBIT C County of Contra Costa Agreement No. 93-0151 COUNTY COMMITMENT STATE COMMITMENT TOTAL ----------------- ---------------- ----- MEDFLY ( 30 ) ( 1119 ) ( 1149 ) ORIENTAL FF ( ) ( 515 ) ( 515 ) MELON FLY ( ) ( 250 ) ( 250 ) GYPSY MOTH ( 200 650 ) ( 850 ) JAPANESE BEETLE ( 182 ) ( 258 ) ( 440 ) MCPHAIL ( ) ( 865 ) ( 865 ) .1 -b4 S'TAtE OF CALIFORNIA rdja"� PETE WILSON, Governor DEPARTMENT OF FOOD AND AGRICULTURE 1220 N Street Sacramento, CA 95814 County Agricultural Commissioner Enclosed for you--r Board of Supervisors' approval are seven (7) copies of your contract. Please have all copies signed by the Chairman, or an authorized person, of your Board of Supervisors. You may retain one copy for your pending file. Please return six (6) copies and a Resolution or Minute Order authorizing execution to: Department of Food and Agriculture Contracts Office Room 155 1-220 N Street Sacramento, California 95814 Please sign and return the attached Drug Free Work Place form (Gov. Code Section 8355) and return with the signed agreements. After completion of processing of these documents, two (2) signed copies will be returned to you for your county records. J,an Walker Contract Manager (91-6) 654-0808 Enclosures TLC D- it; V1 MAY 1, 4199AV CoirWCOTFA701INTY DEPARTMENT Oi AGRICULTURE 1 -64 DEPARTMENT OF AGRICULTURE Contra Costa County Date: May 24, 1993 To: Phil Batchelor, County Administrator Attn: Lisa Driscoll From: John H. deFremery, Agricultural Commissioner - Director Weights & Measures Subject: State - County Pest Detection Contract FY 1993- 4 The purpose of this memo is to request that your Board authorize the Department to enter into a Standard Agreement with the California Department of Food and Agriculture. Standard Agreement contract number 93-0151 will allow the California Department of Food and Agriculture to reimburse the County for specific work activities in excess of the normal departmental workload in the Pest Detection program for FY 1993-94 . RECOMMENDATION In consideration of the State' s request it is recommended that the Board approve the aforesaid agreement. Please have your Board Chairman sign all six copies and the attached Drug-Free Workplace Certification and return them to our office for processing. JdF:sf PesDet.mem OF