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Staff Report PREPARED BY: MATT MORLEY DIRECTOR OF PARKS AND PUBLIC WORKS Reviewed by: Assistant Town Manager Town Attorney Finance MEETING DATE: 09/20/16 ITEM NO: 5 COUNCIL AGENDA REPORT DATE: SEPTEMBER 9, 2016 TO: MAYOR AND TOWN COUNCIL FROM: LAUREL PREVETTI, TOWN MANAGER SUBJECT: PARTNERSHIP TO IMPROVE COMMUNITY HEALTH GRANTS A. ACCEPT A PARTNERSHIP TO IMPROVE COMMUNITY HEALTH (PICH) GRANT FROM THE SANTA CLARA COUNTY HEALTH DEPARTMENT FOR ADVANCEMENT OF THE SAFE ROUTES TO SCHOOLS PROGRAM IN THE AMOUNT OF $15,000. B. ACCEPT A PARTNERSHIP TO IMPROVE COMMUNITY HEALTH GRANT FROM THE SANTA CLARA COUNTY HEALTH DEPARTMENT FOR SMOKING PREVENTION OUTREACH IN THE AMOUNT OF $20,000. C. AUTHORIZE A BUDGET ADJUSTMENT IN THE AMOUNT OF $35,000 TO RECOGNIZE RECEIPT AND USE OF GRANT FUNDS. D. AUTHORIZE THE TOWN MANAGER TO EXECUTE ALL GRANT DOCUMENTS AND AGREEMENTS. RECOMMENDATIONS: Staff recommends that the Town Council: 1. Accept a Partnership to Improve Community Health (PICH) grant from the Santa Clara County Health Department for advancement of the Safe Routes to Schools program in the amount of $15,000. 2. Accept a Partnership to Improve Community Health grant from the Santa Clara County Health Department for smoking prevention outreach in the amount of $20,000. 3. Authorize a budget adjustment in the amount of $35,000 to recognize receipt and use of grant funds. 4. Authorize the Town Manager to execute all grant documents and agreements. BACKGROUND: Town staff recently applied for two grants through the Santa Clara County Health Department’s PICH grant program and was successful with both grant requests. PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: PARTNERSHIP TO IMPROVE COMMUNITY HEALTH GRANTS SEPTEMBER 9, 2016 DISCUSSION: The Parks and Public Works Department applied for a PICH grant in the amount of $15,000 to assist with the development of a three year work plan for the Los Gatos Monte Sereno Safe Routes to School program. The program will include a business plan developed through the involvement of participating schools and through parent outreach. This effort will parallel the establishment of the Safe Routes coalition as a nonprofit and help ensure viability of the organization over time and as leadership changes. The work associated with the grant will be led by the Town and the Los Gatos Union School District, who will act as a consultant to the Town for this project. This grant takes the form of an amendment to the existing PICH grant received for the Town’s Bicycle and Pedestrian Master Plan and the grant documents reflect this. The Town Attorney applied for a PICH grant in the amount of $20,000 to assist with outreach and communication around implementation of the Town’s new smoking ordinance. The work includes staff time and expenses associated with signage, noticing, and other public outreach. CONCLUSION/NEXT STEPS: Both grants begin October 1, 2016 with reporting requirements over the following twelve month time period. Town staff will work to implement the associated projects and provide the necessary reports to the Santa Clara County Health Department for reimbursement. COORDINATION: This report has been coordinated with the Santa Clara County Health Department (Grantor) and the Finance Department. FISCAL IMPACT: The receipt of these grants will relieve the Town of associated costs associated with advancing these priorities. Approval of this action will allow for the necessary budgetary actions to receive the funds. ENVIRONMENTAL ASSESSMENT: This is not a project as defined under CEQA, and no further action is required. Attachments: 1. Grant Agreement – Safe Routes to School 2. Grant Agreement – Smoking Ordinance COUNTY OF SANTA CLARA – AMENDMENT TO SERVICE AGREEMENT This is an amendment to an existing Agreement Form Effective as of April 2014 Page 1 of 4 Purchase Order Number: Amendment Number: Effective Date (Will be the date executed by Authorized County Representative): Maximum Financial Obligation (Prior to this Amendment): $ Amended Maximum Financial Obligation (If dollar amount is changing): $ Current Agreement End Date: New Agreement End Date: For County Use Only – SAP Account Assignment Plant Number General Ledger (Expense Code) Cost Center (Dept Code) Amount WBS (Capital Project Code) Internal Order (“PCA” code – optional) Line 1 Line 2 Line 3 Line 4 Line 5 Parties to AgreementLegal notices and invoices pertaining to this Agreement shall be sent to the appropriate contact person listed below. Notices shall be in writing and served either by personal delivery or sent by certified or registered mail, postage prepaid, addressed as follows. Notice shall be deemed effective on the date that the notice is personally delivered or, if mailed, three (3) days after deposit in the mail. Either party may designate a different person and/or address for the receipt of notices by sending written notice to the other party, which shall not require an amendment to this Agreement. Contractor Contractor Name (As Displayed In SAP): Contact Person: Street Address *: City, State, Zip *: Telephone Number *: Email Address *: SCC Vendor Number (As Assigned In SAP): *To be completed for Independent Contractors Only – DO NOT COMPLETE FOR DEPENDENT CONTRACTORS COUNTY OF SANTA CLARA – AMENDMENT TO SERVICE AGREEMENT This is an amendment to an existing Agreement Form Effective as of April 2014      Page 2 of 4  County of Santa Clara Agency / Department: Department Number: Program Manager or Contract Monitor Name: Street Address: City, State, Zip: Telephone Number: Fiscal Contact (Accounts Payable Contact): Contract Preparer: Signatures Amendment is not valid until signed by Contractor and the County Authorized Representative. The Agreement as amended constitutes the entire agreement of the parties concerning the subject matter herein and supersedes all prior oral and written agreements, representations and understandings concerning such subject matter. By signing below, signatory warrants and represents that he/she executed this Amendment in his/her authorized capacity, that he/she has the authority to bind the entity listed below to contractual obligations and that by his/her signature on this Amendment, the entity on behalf of which he/she acted, executed this Amendment. Agency/Department Manager: Date: Agency/Department Fiscal Officer: Date: Contractor: Date: County Authorized Representative: (Procurement Department, Board of Supervisors, or Delegated Authority) Date: County Counsel: (Signature required when the Standard Provisions language (Section VI) is revised, or for IT Services pursuant to Board Policy 5.3.5.2 (4), or for Board approved contracts, or for contracts with Board delegated authority to agencies/departments.) Please note: Attachments and exhibits that include additional terms and conditions, conflict with County standard provisions, or require risk assessment must be approved by County Counsel. Date: Office of the County Executive: (Signature required when Board approved contract by a Delegation of Authority) Date: Attest Clerk of the Board: (Signature required when Board approved contract) Date: COUNTY OF SANTA CLARA – AMENDMENT TO SERVICE AGREEMENT This is an amendment to an existing agreement Form Effective as of April 2014 Page 3 of 4 Reason(s) for Amending the Service Agreement Amend Term of Agreement Or see Exhibit ________ as incorporated by this reference Amend Contract Specifics Note: A new Agreement should be created if the Scope of Services is significantly modified or expanded. Or see Exhibit ______ _______as incorporated by this reference Amend Maximum Financial Obligation A. Maximum Financial Obligation prior to this Amendment: (Same as on page 1) $ B. Amount of increase or decrease: (Explain below) $ C. Revised Maximum Financial Obligation: (A +/- B will equal C) $ Explanation of increase / decrease (include new payment terms if applicable): Or see Exhibit _ __ as incorporated by this reference COUNTY OF SANTA CLARA – AMENDMENT TO SERVICE AGREEMENT This is an amendment to an existing agreement Form Effective as of April 2014 Page 4 of 4 Amend Standard Provisions Or see Exhibit ________ as incorporated by this reference Or Section VI. Standard Provisions is replaced in its entirety by Attachment________ Other (please explain below) Or see Exhibit ________ as incorporated by this reference Contract History Total financial obligation from prior fiscal year(s): $ Financial obligation in current fiscal year: $ Cumulative total of all agreements with this Contractor within Budget Unit for same type of services (including this amendment): $ Insurance Insurance does not require changes Insurance Exhibit is replaced by Exhibit B ________ attached and incorporated by this reference. Exhibit C.1 PICH Budget 1 of 2 9/12/2016 A. $ 49,091 $ 79,976 3%12 $ 2,399 $ 48,000 20%12 $ 9,600 Administrative Analyst - Responsible for administrative support and quality control activities. Acts as team lead for all outreach and community engagement activities. Supports implementation activities throughout the duration of the funding cycle. JOB DESCRIPTIONS: Write a brief job description for each of the postions/titles listed above. The descriptions should correspond to the scope of work/workplan task and goals. It is not necessary to repeat descriptions for duplicated positions except for those positions whose work differs from the others of the same title/position. If hiring a consultant, list the purpose for hiring the consultant and the specific tasks and deliverables they will accomplish - these should align with the scope of work/workplan task and goals. Town Traffic Engineer - Provides content expertise for traffic infastructure and needs assessment. Acts as a team lead for all planning activities related to automotive, bicycle and pedestrian infastructure. Supports planning and implementation activities throughout the duration of the funding cycle. Town Engineer- Provides content expertise for town infastructure and exisitng conditions. Acts as a team lead for all planning activities related to over town planning process. Supports implementation activities throughout the duration of the funding cycle. Santa Clara County United for Health - PICH (Partnership to Improve Community Health) Project February 22, 2016 - September 29, 2017 Budget and Justification Worksheet City Name: Town of Los Gatos, Parks & Public Works Department Salary Amount =(Salary x FTE%)/Months First & Last Name Position/Title $ 116,209 5% 3% BUDGET CATEGORY SALARIES Months Requested Annual Salary (Full Time Basis) Town Engineer $ 157,173 Town Traffic Engineer February 22, 2016 - September 29, 2016 % of Full Time (FTE) Assigned to PICH 9 $ 4,358 Jessy Pu $ 1,799 $ 27,398 Salary Subtotal: $ 73,100 50%9Consultant: Los Gatos Union School Distirct - Karen Briones September 30, 2016 - September 29, 2017 Administrative Analyst Bobby Gonzalez Consultant $ 3,536 9 Administrative Analyst Bobby Gonzalez $ 79,976 3%9 Lisa Petersen Exhibit C.1 PICH Budget 2 of 2 9/12/2016 B. $ 2,908.11 $ 2,908 $ 719.78 $ 720 $ 3,628 C.. $ - D. $ 2,281 $ 2,281 E. $ - $ - F. $ - $ - G. $ - BUDGET TOTAL: $ 55,000 Coordinator - The coordinator will carry the workload on this project, ensuring the goals of the project, as outlined in the attached, are achieved. Consultant- Consultant will evaluate conditions, recommend implementation, and create a Bicycle and Pedestrian Master Plan for use by the Town of Los Gatos. INDIRECTS MAY NOT EXCEED 10% OF SALARIES (salary subtotal from above). If indirects are claimed as an expense please indicate the basis for the charge. For example 5% of salaries would be 5% x 131 = 7. Indirects Subtotal: Contracts FRINGE BENEFITS Travel/Meetings/Mileage Subtotal: SUB-CONTRACTS Supplies Subtotal: TRAVEL/MEETINGS/MILEAGE INDIRECTS/Administrative Overhead Feb 22, 2016 - Sept 29, 2016: Fringe benefits (30% of salaries) Fringe Benefits Subtotal: SUPPLIES Sept 30, 2016 - Sept 29, 2017: Fringe benefits (30%) - City Staff only Printing and outreach materials (surveys, promotional flyers) EQUIPMENT For expense categories C-F, please provide a short narrative of the expense details that makes clear the expense and the purpose in general. In those cases where expenses may be significantly different, you may enter multiple expenses for that category. For example, category E could use separate lines for local mileage, costs to travel to a meeting or conference and the expenses related to hosting a conference or meeting, if applicable. PLEASE REFER TO THE PICH ALLOWABLE EXPENSES DOCUMENT for assistance in completing these sections. Equipment Subtotal: Exhibit F.1 Santa Clara County United for Health – Partnership to Improve Community Health (PICH) City of Los Gatos, Department of Parks & Public Works: Scope of Work Payment Schedule for City of Los Gatos, Department of Parks & Public Works February 22, 2016 – September 29, 2017 Payment will be made according to the Budget in Exhibit C.1, attached hereto and incorporated herein by this reference. Contractor’s invoices shall be submitted to the County, on a monthly basis, on a form with a format approved by the County. Total Budget $55,000 Modifications to Exhibits A.1, F.1 and/or C.1 will require County approval and signature from both parties and may require an amendment to the Agreement. INVOICE GUIDELINES: 1. Invoices cannot bridge two County fiscal years because the fiscal year costs must be separated for payment and record-keeping purposes. a. Example: The County fiscal year ends on June 30, therefore all costs prior to June 30 must be included on invoices for the months prior to July (which starts a new fiscal year). 2. Invoices should cover only one month and the tasks that are listed on the invoice should only be the tasks actually worked on during that month and cited in the Progress Report with a description of the work that was completed. Exhibit A.1 Santa Clara County United for Health – Partnerships to Improve Community Health (PICH) Grant Town of Los Gatos Scope of Work and Performance Standards (February 22. 2016 – September 29, 2017) A. Introduction This Scope of Work is to accomplish, under the Partnerships to Improve Community Health (PICH) grant, activities to support the focus areas of the PICH project. The Town of Los Gatos plans to participate in increasing access to opportunities for physical activity and active transportation. B. Reporting Requirements 1. Contractor will prepare a Monthly Progress Report on their activities/progress and submit it to: Joanne Seavey, Health Care Program Manager II Chronic Disease & Injury Prevention (CDIP), Santa Clara County Health Dept. 1400 Parkmoor Avenue, Suite 120B San Jose, CA 95126 2. Contractor will also submit a Bi-Annual Report (March and September) on PHD Template to: Joanne Seavey, Health Care Program Manager II (at address shown above) C. Phases and Task Description February 22, 2016 – September 29, 2016 Year 2 Objectives: 1. Promote opportunities for physical activity and active transportation through the establishment of a Bicycle and Pedestrian Master Plan. Anticipated Reach: 1. City Staff: 100 Public: 30,000 Task # Task Description Timeline Responsible Staff Key Deliverables Task # 1 Bicycle and Pedestrian Master Plan 1.1 Project Kick-Off - Meeting with city staff and key stakeholders to clearly establish the scope of work, schedule, and key priorities for future work February 2016 • PPW Director • Traffic Engineer • Town Engineer • Admin. Analyst • Consultant 1.1.a Copies of model standards 1.2 Project Management & Quality Control – regular meetings with Town staff, 3-tiered QC process February - August 2016 • Consultant • Traffic Engineer • Town Engineer • Admin. Analyst 1.2.a Meeting minutes 1.3 Existing Conditions Assessment- February • Consultant 1.3.a Exhibit A.1 Town of Los Gatos PICH FFY16-17 Review pertinent planning documents, Inventory pedestrian & bicycle network, Bicycle & pedestrian collision analysis, Existing Conditions Report, & Bicycle & Pedestrian Counts 2016 • Traffic Engineer • Town Engineer Existing Conditions Report 1.4 Public Outreach –User & Online Surveys, Focus Groups/Working Groups, & Pop-Up Events (x2); invitations to Commission meetings, school district outreach, SR2S meetings February 2016 • Consultant • Admin. Analyst 1.4.a Public input for the Master Plan 1.5 Needs Analysis/Recommended Projects – Proposed Standards & Goals, Proposed Bicycle & Pedestrian Capital Projects, Proposed Programs February 2016 • Consultant • Traffic Engineer 1.5.a Needs Analysis Report 1.6 Implementation, Funding Strategy, & Prioritization – Cost Estimates for Projects & Programs, Prioritization & Phasing Recommendations, Funding Sources March 2016 • Consultant • Town Engineer • Traffic Engineer • Admin. Analyst 1.6. a Strategy for implementation, funding and prioritization of projects 1.7 Bicycle & Pedestrian Master Plan – Draft B&P Master Plan, Final B&P Master Plan March – September 2016 • Consultant 1.7.a Final Bicycle & Pedestrian Master Plan 1.8 Environmental Review – Develop environmental documents for the Master Plan March – September 2016 • Consultant • Traffic Engineer • Town Engineer 1.8.a Master Plan environmental review per CEQA September 30, 2016 – September 29, 2017 Year 3 Objective: Create a joint agreement between the Town of Los Gatos, and four local school entities (Los Gatos Union School District, Los-Gatos-Saratoga Union High School District, Union School District and Hillbrook School) to develop a sustainable Los Gatos/Monte Sereno Safe Routes To School Program in order to increase physical activity among the school population. Anticipated Reach: Population of 15,000 individuals (students, parents, school employees) Task 2 Develop a joint agreement between the Town of Los Gatos and the School Districts that will result in government and school systems collaborating on a strategic plan to sustain and promote the Safe Routes To School Program Task #2 Task Description Timeline Responsible Staff Key Deliverables 2.1 Hold meeting with Town staff and key school staff/coordinator to establish the scope of the joint systems agreement to develop a strategic plan. October – Dec 2016 • PPW Director • SRTS Coordinator • School Districts 2.1.a Signed agreement to develop strategic sustainability plan. Exhibit A.1 Town of Los Gatos PICH FFY16-17 2.2 Hold bi-monthly meetings with Town staff, key school stakeholders, and other SRTS stakeholders to develop action steps to be included in the strategic sustainability plan. October 2016 – January 2017 • PPW Director • Police Dept • SRTS Coordinator • School Districts • Key Stakeholders 2.2.a Meeting minutes and plan drafts. 2.3 Develop strategic sustainability plan to include Safe Routes to School (SRTS) programming goals, stakeholders involved and action steps to jointly sustain the program. October 2016 – February 2017 • PPW Director • Police Dept • SRTS Coordinator • School Districts 2.3.a Strategic plan developed that focuses on sustaining SRTS program by the Town and the school districts. 2.4 Implement strategic plan goals including: • promoting the “Where Will Your Feet Take You?” educational campaign to promote SRTS • developing recommendations for neighborhood improvements surrounding schools to support safe routes • institutionalizing a SRTS curriculum in schools for education and promotion of active transportation February – September 2017 • PPW Director • Police Dept • SRTS Coordinator • School Districts 2.4.a Summary of goals that were accomplished/implemented collaboratively by all Town and School systems involved. Summary to include: • Any promotion done from educational campaign • List of recommendations of neighborhood improvements • Schools who will be utilizing curriculum 2.5 Outreach to the school population and conduct a survey with parents/public to determine future SRTS priorities for schools involved: 4 Elementary, 1 Middle, 1 High School, and 1 Private School. February 2017 – May 2017 • PPW Director • Police Dept • SRTS Coordinator • School Districts 2.5.a Survey developed and administered. 2.6 Summarize survey results on SRTS priorities June 2017- July 2017 • PPW Director • Police Dept • SRTS Coordinator • School Districts 2.6.a Survey results compiled and summarized Exhibit A.1 Town of Los Gatos PICH FFY16-17 2.7 Hold planning meeting with Town staff and key stakeholders to develop strategic plan scope of work and future work priorities (based on survey results) for 2017-2018 school year. August 2017- September 2017 • PPW Director • Police Dept • SRTS Coordinator • School Districts 2.7.a Meeting minutes D. Performance Standards Performance is expected to adhere to the following standards in addition to evaluations completed by the PICH Evaluation contractor: 1. Quality - Deliverables and final products will be as described in the Scope of Work and will be of high quality. 2. Timeliness - Deliverables and final products will be completed as scheduled. 3. Achievement of Project Goals – Project will achieve its’ goals as described in the Scope of Work. 4. Achievement of Project Reach – Project activities and deliverables will reach at least 75% of the projected population numbers of this contract. Attachment D Additional County Provisions Debarment and Suspension Certification Contractor guarantees that it, its employees, contractors, subcontractors or agents (collectively “Contractor”) are not suspended, debarred, excluded, or ineligible for participation in Medicare, Medi-Cal or any other federal or state funded health care program, or from receiving Federal funds as listed in the List of Parties Excluded from Federal Procurement or Non-procurement Programs issued by the Federal General Services Administration. Contractor must within 30 calendar days advise the County if, during the term of this Agreement, Contractor becomes suspended, debarred, excluded or ineligible for participation in Medicare, Medi-Cal or any other federal or state funded health care program, as defined by 42. U.S.C. 1320a-7b(f), or from receiving Federal funds as listed in the List of Parties Excluded from Federal Procurement or Non-procurement Programs issued by the Federal General Services Administration. Contractor will indemnify, defend and hold the County harmless for any loss or damage resulting from the conviction, debarment, exclusion or ineligibility of the Contractor.