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.