SCO ID: 2720-25C061057
STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES
STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER (If Applicable) 25C061057
STD 213 (Rev. 04/2020)
1. This Agreement is entered into between the Contracting Agency and the Contractor named below:
CONTRACTING AGENCY NAME
Department California Highway Patrol
CONTRACTOR NAME
Menifee Police Department
2. The term of this Agreement is:
START DATE
1/14/2026
THROUGH END DATE
06/30/2026
3. The maximum amount of this Agreement is:
$20,000.00 (Twenty-thousand Dollars and Zero Cents)
4. The parties agree to comply with the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement.
Exhibits Title Pages
Exhibit A Scope of Work (E15M Program Specifications) 7 Exhibit B Budget Detail and Payment Provisions
Exhibit C General Terms and Conditions (GTC 02/2025)
+
Exhibit D Special Terms and Conditions 1
+ Attachment
Agency Contract Claim for Reimbursement 2
Items shown with an asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto.
These documents can be viewed at https://www.dgs.ca.gov/OLS/Resources IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.
CONTRACTOR
CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.) Menifee Police Department
CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP
29714 Haun Rd Menifee CA 92586
PRINTED NAME OF PERSON SIGNING TITLE
CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED
SCO ID: 2720-25C061057
STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES
STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER (If Applicable) STD 213 (Rev. 04/2020) 25C061057
STATE OF CALIFORNIA
CONTRACTING AGENCY NAME
Department California Highway Patrol
CONTRACTING AGENCY ADDRESS CITY STATE ZIP
601 N. 7th Street Sacramento CA 95811
PRINTED NAME OF PERSON SIGNING TITLE
C.I. ROMERO Procurement Manager
CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED
CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL EXEMPTION (If Applicable) SCM 5.80 A.5
Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
EXHIBIT A
(Standard Agreement)
SCOPE OF WORK (E15M Program Specifications)
1. Contractor agrees to implement the E15M Program, a two-day program focusing on teenagers pact their decisions have on family, friend:
their community, and many others.
2. The services shall be performed at:
Heritage High School
26001 Briggs Rd
Menifee, CA 92585
3. The services shall be provided during:
Dates and times to be mutually agreed upon between CHP and Contractor.
4. The project representatives during the term of this Agreement will be:
STATE AGENCY CONTRACTOR
Department of California Highway Patrol Menifee Police Department NAME NAME:
Special Projects Section Matt Bloch
TELEPHONE NUMBER EMAIL TELEPHONE NUMBER EMAIL
(916) 843-3408 Ricardo. [email protected] (951) 723-1565 [email protected] Direct all inquiries to :
STATE AGENCY CONTRACTOR
Department of California Highway Patrol Menifee Police Department
SECTION/UNIT SECTION/UNIT
Special Projects Section N/A
ATTENTION ATTENTION
Ricardo Belmonte, Program Coordinator Matt Bloch
ADDRESS ADDRESS
601 N. 7h Street, Sacramento, CA 95811 909 Hillside Dr., Weed, CA 96094
TELEPHONE NUMBER EMAIL TELEPHONE NUMBER EMAIL
(916) 843-3408 Ricardo. [email protected] (951)723-1565 [email protected] Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
EXHIBIT A
(Standard Agreement)
SCOPE OF WORK (E15M Program Specifications)
5. INTRODUCTION
A. Contractor agrees to provide to the Department of California Highway Patrol (CHP) Research and Planning Section, the services described herein: furnish all supplies. materials, tools, equipment, labor, personnel, and supervision; pay all taxes, insurance bonds, license and permit fees, and all other direct and indirect costs necessary to implement the Every 15 Minutes (E15M) Program in accordance with the terms set forth in this Agreement.
6. PROCEDURES
A. Contractor agrees to follow the standard outline of the E15M Program, as laid out in the Every 15 Minutes Procedural Manual. The overall program and guidelines presented within the procedural manual should be followed as closely as possible in order to maintain the integrity and consistency of the program. Major deviations from the procedural manual, adding to or changing the impaired driving education message of the program (including, but not limited to, adding information related to distracted driving, etc.), could result in a reduction in reimbursement or an inability of the California Highway Patrol to provide any reimbursement when the final claim is paid.
The Every 15 Minutes Procedural Manual, as well as other important documents and information regarding the E15M Program that shall be used during the course of the program, can be located at www.chp.ca.gov.
B. Contractor agrees to use the following standard language in all press, media, and printed materials: "Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration." C. Contractor agrees to work in cooperation with the assigned representative from the local California Highway Patrol Office (normally the Public Information Officer) during the planning process. The local California Highway Patrol officer shall be the Contractor's primary point of contact shall be included in all planning and committee meetings, as well as the entire Day 1 and Day 2 activities, to include the overnight retreat.
D. A representative from the California Highway Patrol shall attempt to attend each planning meeting (student, parent, and core group committee) during the program planning process.
In addition, a representative from the California Highway Patrol shall be present on Day 1 of the program for the crash scene, removal of students from class, participate in the coordination of other first responders, etc., as well as attend and/or assist during the retreats). Additionally, a minimum of at least one representative from the California Highway Patrol shall attend the Day 2 assembly.
Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
EXHIBIT A
(Standard Agreement)
SCOPE OF WORK (E15M Program Specifications)
E. The Contractor shall assign no less than two students from the high school student body to program committee(s) for participation in the organization and planning of the E15M Program at the subject school. Students selected to serve on the program committee(s) should not also be selected as crash victims/living dead participants during Day 1 and Day 2 program activities.
F. Contractor shall provide a copy of this contract to the on-site program coordinator in order to ensure the terms and conditions of this contract are met and followed throughout the course of planning.
7. EXPENSES
The following is a list of costs eligible for reimbursement:
Materials and supplies necessary to implement the E15M Program, including but not limited to:
• Paper and/or printing costs necessary for reproduction of the assembly program, • Office supplies reasonable and necessary for use only during the program activities. • Supplies to make headstones and/or obituaries,
• Flowers for the Day 2 assembly, or "funeral,"
• Makeup for the living dead/crash victims,
• Stamps/postage (excluding costs of overnight shipping charges). • Blank flash drives. Reimbursements will be provided for purchase of flash drives as necessary to disseminate the video to the program participants only. • Rental of sound/audio/video equipment and/or vendors necessary to produce the program video or amplified sound during the crash scene and/or assembly. • Production costs of third-party vendors hired to produce E15M program video. • We strongly encourage student produced videos for the purposes of this program. • School-run media/audio classes may rent equipment needed to assist them in the production of the program video, or to provide sound during the program, if needed • Rental of bleachers or chairs for viewing of the crash scene and/or assembly. • The cost for motivational/guest speakers.
• Reimbursement for motivational/guest speaker shall not exceed $1,500 per speaker, to include all charges and services associated with speaking during the program, including travel.
• Any motivational/guest speaker hired to perform services during a multi-school program (i.e.:
two or more schools who have joined together to implement a program collaboratively) will still only be reimbursed for charges up to the allowable amount ($1,500). Speaker will not be reimbursed for speaking fees per each individual school and/or contract. • Any speaker requesting reimbursement for travel expenses shall provide an itemized invoice listing all travel charges and will be reimbursed at the current state rates. • Reimbursement will not be provided for out of state travel.
Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
EXHIBIT A
(Standard Agreement)
SCOPE OF WORK (E15M Program Specifications)
• For a list of the current state lodging rates, please visit the Department of Human Resources website, www.calhr.ca.gov.
: Lodging for the student retreat
Lodging will be reimbursed for Day one(1) and two (2) of the program only. Any lodging costs incurred outside of Day one(1) and two (2) of the program, by either students or program coordinators, will not be eligible for reimbursement.
• Lodging will be reimbursed at the current state rate pertaining to the retreat location, plus any applicable taxes. Any costs exceeding current state lodging rates will not be reimbursed.
• Transportation (buses or vans)
• Transportation for students and adult chaperones to/from the overnight retreat. • Transportation will be reimbursed for Day 1 and Day 2 of the program only. Any transportation costs incurred outside of Day 1 and Day 2 of the program, by either students or program coordinators, will not be eligible for reimbursement.
• Thank you cards, certificates of appreciation, plaques, etc. for donors and community supporters. Reimbursement of thank you cards, plaques, etc. shall not exceed $300, to include all charges and services associated with the items. • The California Highway Patrol provides a free, downloadable "Certificate of Appreciation" available at no cost to the Contractor. The certificate can be used in place of purchasing thank you cards and/or plaques. To view the certificate, please visit our website www.chp.ca.gov.
• Contractor agrees additional costs not listed above may be allowable upon prior written approval from the California Highway Patrol and Office of Traffic Safety. If a questionable cost may be incurred, Contractor agrees to contact the California Highway Patrol, in writing, requesting prior approval for the expenditure.
The following is a list of costs not eligible for reimbursement:
• Duplication of services
• Reimbursement will not be provided for services rendered which are a duplication of the responsibilities of state, county, and city law enforcement, including the California Highway Patrol, the school, fire department, emergency medical responders, coroner/local mortuary, hospital, chaplains, counselors, or other community groups/ agencies as listed in the Every 15 Minutes Procedural Manual. This program is a community-based effort, encouraging members of the community to volunteer time, services, and resources for the common goal of educating teenagers.
• Purchase of t-shirts, sweatshirts, shorts, or any other type of clothing or costume (including Grim Reaper) for the program participants, coordinators, or outside resources/agencies. • Printing and/or design charges on t-shirts or other clothing items.
Purchase of sound/audio/video equipment, including, but not limited to; computers, microphones, speakers, projectors and screens, cameras/camcorders, batteries, tripods, Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
EXHIBIT A
(Standard Agreement)
SCOPE OF WORK (E15M Program Specifications)
external hard drives, memory cards SD cards, phones, televisions, DVD players, iPods/iPads, etc.
Promotional items, including, but not limited to; lanyards, banners/posters, key chains, bags/backpacks, bracelets, rulers, pencils/pens, balloons, coffee cups, bumper stickers, and stationery.
Meals or food items of any kind. This includes beverage items such as coffee, bottled water, soda, juice, or any other beverages.
Paper products including, but not limited to, plates, utensils, cups, napkins, tablecloths (paper or fabric), or any other paper products.
• Flash bang devices.
• Tarps.
• Fatal Vision goggles.
• Permits costs for street closures.
• Salary and/or overtime (i.e., substitute teachers, personnel at allied agencies, etc.). • Reimbursement will not be provided for any administrative and/or indirect costs incurred associated with the preparation of reports, documents, etc., generated as a result of grant required paperwork.
• Tips/Gratuities- Any tip(s) provided by the Contractor to vendors, sub-contractors, for services received, etc., are made at the discretion of the Contractor and are not reimbursable under this grant.
• Gift cards
• Insurance fees, including supplemental insurance policies or facility rental insurance. • Parking fees, including charges for parking permits, tolls, or bridges. • Entertainment- Costs of amusement, social activities, and any costs directly associated with such activities (i.e., tickets to shows or sporting events, lodging, rental of facilities, transportation to/from, and gratuities).
• Toys and/or games.
• Music
• Reimbursement will not be provided for the purchase of music (online, streaming fees, physical copy, etc.), gift cards (i.e., iTunes gift cards), music rights fees, or any other costs/fees associated with purchasing music for the purposes of the program. • Fees for webpage costs, domain names, hashtags, social media filters, or any other online personalized purchases.
• Program Advertising. Costs of biliboard space, radio/television airtime, and newspaper/magazine advertisement (including articles/ads of appreciation to supporters of the program) for program-related messages and activities. • Cost of overnight or courier mail service.
• Contributions and donations, including cash, property, and services to others, regardless of the recipient.
• Cost of fund-raising, including financial campaigns, solicitation of gifts, and similar expenses incurred to raise capital (such as selling the E15M Program video) or obtaining contributions. • Scholarships.
Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
EXHIBIT A
(Standard Agreement)
SCOPE OF WORK (E15M Program Specifications)
• Contest prizes and/or gifts (i.e., cash and/or gift certificates). • Only the costs as specified herein, are authorized for reimbursement by the California Highway Patrol to Contractor under this contract. Any other costs incurred by Contractor in the performance of this contract are the sole responsibility of the Contractor. • All items to be purchased under this contract are considered expendable and title to the items are vested to the local agency. No inventory controls are required except reporting of what was purchased. No non-expendable items, defined as having a unit cost of $5,000 or more, are authorized for purchase under this contract.
• If Contractor accepts monetary donations from Department of Alcoholic Beverage Control licensed establishments, liquor wholesalers, distributors, or manutacturers, NO display of alcoholic beverage brand logos or other brand identification is permitted.
8. REIMBURSEMENT
A. To be eligible for reimbursement, Contractor shall furnish a final report package to the California Highway Patrol within thirty (30) days after completion of the E15M Program. If the reimbursement package is not submitted as stated above, the agreement may be cancelled and any request for reimbursement may be denied.
B. Contractor understands to be eligible for reimbursement costs incurred and claimed must be necessary and reasonable for proper implementation of the program, be incurred after the effective date of the contract and on or before the contract termination date and cannot result in a profit or other increment to the contracting agency.
C. To be eligible for reimbursement, the reimbursement package shall consist of all the following items. The reimbursement package will be considered incomplete if all the below materials are not submitted:
• A written, final report by the Contractor on Contractor's official letterhead. • The final report shall be at least one page in length and consist of an overview of the entire program, from the planning stages through the debriefing process, as well as a final conclusion.
• Program operational plan
• Letters sent from school to parents/students/community Day 2 Assembly Program
• Copies of any newspaper or online articles that were published, Pictures
• Press release (if issued)
• Program video (physical copy submitted on flash drive; an online link will not be accepted)
• Any other materials you feel will highlight your program. • Agency Contract Claim for Reimbursement (see attachment 1).
Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
EXHIBIT A
(Standard Agreement)
SCOPE OF WORK (E15M Program Specifications)
• Copies of all invoices/receipts being claimed for reimbursement.
D. The reimbursement packet will be considered incomplete if all requested documents and materials are not submitted concurrently. Contractor understands untimely submission of reimbursement claims may result in loss or reduction of grant funding.
E. The California Highway Patrol may delete from Contractor's invoice any amount claimed by Contractor if the Department determines the expense to be inappropriate or excessive or violates any other provisions of the contract.
F. Contractor agrees to refund to the California Highway Patrol any amounts claimed for reimbursement and paid to Contractor that are later disallowed by the California Highway Patrol, or other official auditor, after audit or inspection of records maintained by the Contractor.
G. All invoices and correspondence are to be mailed in accordance with the applicable instructions. Costs incidental to the report's preparation or delivery that are incurred after the termination date of the contract are not allowable.
Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
page 1 of 1
EXHIBIT B
(Standard Agreement)
BUDGET DETAIL AND PAYMENT PROVISIONS
1. INVOICING AND PAYMENT
A. CHP agrees to reimburse Contractor for costs associated with the E15M Program upon receipt and approval of the itemized listing of expenses in accordance with Attachment 1, Agency Contract Claim for Reimbursement.
B. Contractor shall submit Attachment 1, Agency Contract Claim for Reimbursement to:
California Highway Patrol
061-Every 15 Minutes Program
P.O. Box 942898
Sacramento, CA 84298-0001
2. FUNDING
A. For the purposes of this specific contract, Contractor recognizes that funding for the E15M Program is contingent on the California Highway Patrol receiving funding from the Office of Traffic Safety.
B. Payment shall be made from funds appropriated to the CHP and are subject to the fiscal procedures of the State of California. The maximum amount payable under this contract shall not exceed twenty thousand dollars ($20,000.00).
C. Payment of approved reimbursable costs shall be made in arrears, on a one-time basis. Payment to the Contractor shall be made within 45 days of the CHP's approval of invoices, however, no late payment or interest penalties are applicable to payments not made within this time period.
3. RATE SCHEDULE
A. Upon satisfactory completion of each service, CHP agrees to pay approved expenses listed in Attachment 1, Agency Contract Claim for Reimbursement.
Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
EXHIBIT D
(Standard Agreement)
SPECIAL TERMS AND CONDITIONS
1. This contract may be terminated prior to the expiration date by either party upon thirty (30) days prior written notice. If at any time the Contractor should cease to perform the services specified herein, the contract is deemed to be terminated. No penalty shall accrue to either party because of contract termination. All work performed pursuant to the contract and prior to the date of termination may be claimed for reimbursement. Any Contractor making a claim for reimbursement as a result of early termination must indicate their intent upon cancellation and shall submit their claim for reimbursement within 30 days of written cancellation.
2. Contractor agrees to maintain all records and other evidence pertaining to costs incurred and work performed thereunder and shall make them available at the Contractor's California office during the contract period and thereafter for a period of three years from the date of receipt of final payment of federal funds.
3. The federal awarding agency reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government purposes: (a) The copyright in any work developed under a grant, sub grant, or contract under a grant or sub grant; and (b) Any rights of copyright to which a grantee, sub grantee or a contractor purchases ownership with grant support.
A. Contractor shall not assign or transfer interest in this contract without the prior written approval from the California Highway Patrol and the Office of Traffic Safety.
B. It is mutually understood and agreed that no alteration or variation of the terms of this contract shall be valid unless made in writing, signed by the parties hereto, and approved by all necessary parties.
C. The Contractor shall function as the prime contractor of this contract and shall manage the performance of any subcontractors. Contractor shall enter into subcontracts contingent upon the California Highway Patrol and Office of Traffic Safety approval. The Contractor shall be responsible for establishing and maintaining contractual agreements with, and the reimbursement of, each subcontractor for work performed in accordance with the terms of this contract.
4. All subcontracts entered into pursuant to this contract shall be subject to examination and audit by the Contractor, the California Highway Patrol, the Office of Traffic Safety, and/or the National Highway Traffic Safety Administration, or their designated representatives, for a minimum of three years after final payment. Each subcontract to which the California Highway Patrol and Office of Traffic Safety have consented shall contain a provision that further assignments shall not be made to any third or subsequent tier subcontractor without additional written consent of the California Highway Patrol and Office of Traffic Safety.
5. Contractor, and any subcontractors, agree to abide by the General Terms, Conditions, and Certifications contained in the Office of Traffic Safety Grant Program Manual, all of which by reference herein shall be made a part of this contract. The General Terms, Conditions, and Certifications are available online at www.ots.ca.gov.
Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
ATTACHMENT 1
(Standard Agreement)
Agency Contract Claim for Reimbursement
CONTRACTOR NAME: Menifee Police Department AGREEMENT NUMBER: 25C061057 STREET ADDRESS: GRANT NUMBER: AL26004 / TIDE VII Grant
29714 Haun Rd, Menifee, CA 92586
ITEMIZED LISTING OF EXPENSES AMOUNT
2. 5
6 8
1 0
12 3
14. 15.
16. 17.
18. 19
20. 21.
22. 23.
24. 25.
TOTAL REIMBURSEMENT $
(not to exceed $20,000.00)
Print Contractor's Name/Title Date
Contractor's Signature
Department of California Highway Patrol
and Menifee Police Department
Agreement #25C061057
ATTACHMENT 1
(Standard Agreement)
AGENCY CONTRACT CLAIM FOR REIMBURSEMENT INSTRUCTIONS
1. Provide an itemized listing of all reimbursable expenses. An attached spreadsheet will not be accepted.
2. All invoices/receipts must be legible, printed single sided, and show a valid date. If a receipt is less than 8-1/2" X 11" ', affix receipt to paper with clear tape or paperclip. DO NOT USE STAPLES.
3. Sign above where indicated. A reimbursement cannot be made without an original signature.
4. Return this form, along with all other required items per your contract, to:
California Highway Patrol, 061-Every 15 Minutes Program, PO Box 942898, Sacramento, CA 94298-0001.