ANNUAL FEE
$2,262.00
$2,800.00
included in PM 2
CONT.
4 .
5. 6 .
7 .
Customer#: 547800
Fee. During the term of this Agreement, owner shall pay Quinn:
Total fee excluding optional LOADBANK TEST: $2,262.00 I Accept [ ] initial Total fee including optional LOADBANK TEST: $5,062.00 I Accept [ ] initial Quinn will invoice Owner in accordance with provisions of this Agreement, plus any applicable taxes, after each visit and Owner will pay each invoice within thirty (30) days of receipt. A service charge of one and one half percent (1.5%) per month (18% per annum) will accrue on any invoice that remains unpaid for more than thirty (30) days.
Charges for labor performed after the first year of this Agreement shall be adjusted to reflect changes in Quinn's standard labor charges as in effect from time to time. At each twelve (12) month interval after the date on this document a 3% to 5% increase may be effective. If Quinn personnel arrive at the job site to perform the Maintenance Services, and are prevented from doing so through no fault of Quinn, Owner will be charged for the serviceman's time and mileage in each such instance.
This Maintenance Agreement includes travel and mileage charges to and from the job site during normal business hm Weekend and Off-Hours requests will incur additional Labor Charges according to Exhibit "B" Parts are estimated at time of quote and price may be subject to change at time of service.
Standards of Performance. Quinn shall perform the Maintenance Services in accordance with the standard of care customarily employed in the heavy equipment maintenance industry. Quinn will cooperate with Owner in scheduling performance of the Maintenance Services and Quinn will perform the Maintenance Services in a manner to minimize interference with the Owner's normal business operations to the extent reasonably possible.
Limited Duty and Liability. It is expressly agreed that the responsibility and liability of Quinn is strictly limited to performance of the Maintenance Services on the Equipment. Quinn has no responsibility or liability for failure to discover actual or potential problems in the condition or operation of the Equipment. Quinn makes no representations, warranties, or guaranties concerning the Equipment or the operation of the Equipment.
Quinn shall have no liability for any consequential damages or lost profits suffered or incurred by Owner. It is expressly agreed that the total liability of Quinn to Owner whether such liability is based upon breach of contract, tort, or any other theory, shall be limited to an amount equal to the total fee payable by Owner to Quinn during the twelve (12) month period prior to such claim. It is further understood by Owner that Quinn would not enter into this Agreement or perform the Maintenance Services without obtaining the benefit of the above-described limitation on Quinn's liability to Owner.
General Provisions. This Agreement sets forth the entire agreement of the parties hereto concerning the subject matter of this Agreement. This Agreement may only be modified or amended by an agreement in writing executed by each of the parties hereto.
IN WITNESS WHEREOF, the undersigned have executed this Agreement on the date first written above.
QUINN COMPANY, a California corporation
dba QUINN POWER SYSTEMS
BY: Craig Richards
TITLE: PSSR
Date: 7/1/2024
Owner: City of Reedley
BY:
TITLE:
PO#:
Date:
QUINN
POWER SYSTEMS
PM Level 1 Multi Point Inspection
• Comprehensive detailed inspection of units is performed. • Check/Adjust all fluid levels and pressures for correct operation. • Check and inspect air cleaner restriction gauge and air filter element. • Check primary source fuel tank for water with water finding paste. • Check Day tank, Fuel tank, Fuel line fittings for leaks. • Check Cooling System hoses, caps , clamps for brittleness, leaks, cracks, and weakness.
• Check battery voltages, charging rates, fluids , and specific gravities / ICV's. • Engine cranking Batteries will be tested under start up load for voltage drop. • Block Heater elements and inlet/outlet I-stats are checked for proper output and operation.
• Engine Fan Drive and Belts are inspected and adjusted for proper tension and condition.
• Check Turbo Charger rotation / end play if so equipped. • Check generator brushes for proper tension/setting as equipped. • Check and document Control Panel instruments for proper operation and values.
• Grease bearings, fan shafts, linkages, and equipment fittings as required. • Hot oil sample taken and submitted for analysis.
• Test safety alarms and contacts.
• Run unit under load for up to 15 minutes when authorized by site authority.
CSA PM LEVEL DESCRIPTIONS
CSA & SUPPORT SERVICES (800) 789-9774
(562) 463-7150 Fax Customer# : 547800
EXHIBIT"A"
PM Level 3 - Cooling System Service
• Drain, contain and dispose of waste coolant.
* Replace all coolant hoses and clamps.
• Replaced the radiator pressure cap(s)
• Replaced the engine thermostat(s) and associated gasket(s). • Replaced the engine fan belt(s) and alternator drive belt(s). • Refill system with proper amount of glycol antifreeze and conditioners. * Test run unit to operating temperature, under load when authorized by site personnel.
• Return unit back to original mode of operation.
.. Submit reoort to customer.
PM Level 7 - Starting Battery Replacement
" Engine cranking batteries are removed and replaced .
,.
.. Engine cranking batteries wi ll be tested under start up load for voltage drop. • Old Battery disposal is provided.
* Test run unit without load.
" Return unit back to original mode of operation.
• Submit report to customer.
PM Level 11 - Automatic Transfer Switch Inspection
* De-energize the transfer switch, when possible.
• Clean unit of dust and dirt accumulations.
• Clean open-type relays of dusUgrease or oil.
,_•_s_u_b_m_it_r_e~p,o_rt_to_ c_us_t_o_m_e_r. ______________________ -,• Visually inspect unit for signs of arching, burning, hot spots, charring , PM Level 2 Annual Service-Major w/ Multi Point Inspection ~OVERED or other damages. • All items from PM Level 1 are performed, PLUS • Inspect for loose, broken or badly worn parts. • Change crankcase oil, oil filter(s), fuel filter(s), water separator(s) • Check terminal lugs and trip units for tightness/ signs of overheating. and air filter(s) as equipped. * Check main current carrying contacts for arching , pitting, and discoloration. • Clean main contacts if needed, check and re-tighten if needed. • Draw fuel system sample for analysis. • Check manual switches for free movement and contact continuity. 1-•-'s'-'u"b"'m""it'-r'-'e=o,o"rt-'to=-=c-"us=-tcco"m"'ec..r·'-----------------------1• Check and adjust relay finger contacts if needed.
PM Level 4 Minor Inspection • Lubricate all components for proper operation as needed. • Perform general walk around inspection of unit. • Check plug connections, if equipped. * Fluid levels are spot checked for correct operating range. "' Check door closure, locking bars and handle mechanism for proper operation. • Inspect air filter element. • Check exercise timer if equipped. * Fuel tank/engine fuel line fittings are inspected for leaks and tighten as required. '" Coolant hoses inspected for brittleness , leaks, cracks, and weakness. • Engine cranking batteries will be tested under start up load for voltage drop. ... Jacket water heater element & thermostats are checked for proper operation. • Engine drive belts inspected for proper tension and condition. • Perform transfer test of ATS under load when authorized by site personnel. * Check all components/timers for proper operation and sequencing. • Check main power connections for heat build-up with infra-red gun or provide optional PM Infra-Red scan.
* Timers reset to customer specifications and placed in automatic mode. • Control panel instruments checked for proper operation. • Return unit back to original mode of operation. * Unit is run for 10 minutes , under no load. * Submit reoort to customer. • Return unit back to original mode of operation. PM Level 17 - Infra-Red Thermography Inspection ,_·_s~u~b~m_i_t ~re~,oo~ ,rt~t~o~c~u~st~o_m_e_r_. _____________________ ___,* Problems can develop when electrical components generate excessive heat PM Level 5 - Loadbank Test <--COVERED due to deterioration, loose connections , or overloads. An Infra-Red inspection • Connect resistive load bank as applicable to generator. is recommended to be performed on all of the following areas: generator output • Run Test with requested load for 2 hours test duration " Record reading every 15 minutes at 100% of name plate rating for above duration • Disconnect load bank from unit.
• Return unit back to original mode of operation.
• Provide recommendation based on test results.
• Submit reoort to customer.
connections , cables , bus, and generator breakers, while system is energized.
Inspection consist of:
• Set-up of Thermo graphic Imaging Infra-Red camera.
" Conduct infre-red scanning inspection.
• High resolution photographs will accompany recommendations for corrective action or repair, and will assist overall as a critical part of any complete predictive or conditional based maintenance program.
• Submit report to customer after technical review has been completed.
PM Level 8 - Fuel Sampling <- COVERED PM Level 22 - UPS Service • Draw fuel sample from fuel tank & submit to lab for analysis during PM Sevices * Provide reoort to customer.
PM Level 9 - Fuel Polishing
• Restores fuel to optimum condition by eliminating entrained & suspended contaminants • All particulates filtered down to 10 microns
• Removal & disposal of all bottom water, kills bacteria & fungus , apply diesel treatment • Provide report to customer.
PM Level 10 - Megohmmeter Alternator Winding
* This test should be performed as part of periodic maintenance in order to detect the deterioration of the winding insulation.
* Perform megohmmeter test on generator winding and measure winding insulation resistance.
• Submit report to customer.
* Services include manufacturer recommended equipment service & inspection for ir and rotary type systems
* Performance will be based upon the specific manufacturer scopes of work and whether or not the equipment is energized or de-energized. • All services are performed only as unit is equipped and as our technician is authorized.
• Submit report to customer.
QUINN Customer Support Agreement Contact Info
CSA & SUPPORT SERVICES (800) 789-9774
POWER SYSTEMS (562) 463-7150 Fax Customer# : 547800
EXHIBIT"B"
EMERGENCY NUMBERS
FRESNO BRANCH
10273 S. Golden State, Selma, CA 93662
Quinn Power Systems will provide " On Call" emergency service 24 hours per day, 7 days a week with a response time of 4 hours or less.
For regular or emergency service, please call the following numbers:
During normal working hours (7:00AM to 05:00PM Monday - Friday) call:
Customer Service ... ......................... ......... ........ ......... ................................ .
Sales Representative .................. .. ............................ ....... Craig Richards CSA Coordinator.... ........ ........................... .......... .... ... .. Tiffany Alkire (559) 896-4040
(559) 891-6627
(559) 891-6645
After hours, Saturdays, Sundays and holidays, call . . ... . . .. . .. . . . . . . . .. . . . .. . . . . . . . . ...... .. (559) 356-6004 All call outs requested OFF normal business hours; Monday through Friday, Saturdays, Sundays, and Holidays will be required to pay an hourly minimum of four (4) hours according to the prevailing billable rates within Exhibit "B". The above discounted labor rates will remain in effect until annual addendum review or upon termination of this agreement as covered in paragraph 2 under the general agreement terms.
QUINN
POWER SYSTEMS
Customer: City of Reedley
2671 E. Barstow Ave
Reedley
Address:
Attention: Sarah Reid
CA 93654
Perform Preventive Maintenance Service and Inspections on the Follow ing.
Engine Description
Caterpilla C9, SN RE300187
#1 : 843 G Street. Reedley
Caterpillar 050, SN CN400591
#2: 1060 D Street. Reedley
Generac 48REOZK4, SN
#3: 100 N East Ave , Reedley
LABOR.
EST. PARTS:
LABOR:
EST. PARTS:
LABOR:
EST. PARTS.
PM Level 2
Annual
Service
S600.00
S649.00
S525.00
$488.00
PREVENTIVE MAINTENANCE SCHEDULE
CSA & SUPPORT SERVICES (800) 789-9774
PM Level 5
Loadbank Test
$1 ,600.00
$1 ,200.00
Customer# · 547800
EXHIBIT "C"
Date: 7/1/2024
Phone No.
Fax No.
Prepared by: Craig Richards
559 392-5779
ANNUAL
COST
$2,849.00
$2,213.00
Note: Parts are estimated at time of quote and price may be subject to change at time of service. $2,262.00
$2,800.00
$5,062.00
$5,062.00
Pro Tech Maintenance Agreement
Mike's Generator and Ag Repair Offers the most comprehensive Preventative Maintenance Service Plan. Our service plan meets all the requirements and recommendations of all major generator manufacturers and industry leaders. Inspections performed include (where applicable) the general appearance, the lube oil system, the engine air filter system, the engine fuel system, the engine starting system, the engine ignition system, the engine exhaust system, the main alternator and electrical system, the cooling system, the transfer equipment and general condition with the specific checks during operation to ensure peak performance. The ProTech Maintenance Plan offers you the peace of mind that your generator is properly maintained and ready for you in your time of need.
Protech Maintenance Plan
• Two services performed semi-annually.
• Primary Service to include inspection of all items listed below. • Secondary service to include thorough inspections of electrical and fuel systems, transfer gear and general operation. Oil, Oil Filter, and Spark plugs are Included. • Priority emergency service over non-plan customers.
• Hourly rates drop from $180 down to $150 for repairs. • Travel is only charged one way on emergency call outs.
This maintenance agreement includes all labor charges for routine maintenance associated with compete system inspections and adjustments, oil changes and transfer tests. All material costs associated with ProTech Plan (oil, oil filter, spark plugs) are included. This maintenance program includes all costs associated with proper disposal of all used oils, lubricants, filters and trash cleaned at job site. All labor and material charges for services other than routine maintenance described above, such as a required repair, are not included in this maintenance agreement. With customer authorization, these costs are invoiced on a time and material basis upon job completion.
Load Banking for generators is also available and offered at a discounted price for ProTech customers.
General Appearance Engine Starting System Cooling System • Inspect for visual • Load test battery • Inspect all belts and damage and/or • Clean battery adjust as needed
unusual wear and terminals/posts, • Inspect all hoses and tear tighten cables as hose clamps, tighten
• Inspect all visible needed as needed
plumbing and • Replenish battery • Inspect radiator core electrical connections fluid levels for blockage or
• Clean debris from • Inspect battery damage
generator and wipe charger • Inspect radiator cap
down enclosure • Inspect battery and seal
• All switches/breakers heater • Check coolant level
in normal operating • Test antifreeze for
position Engine Ignition System proper DCA level
• Inspect block heater
Lube Oil System • Inspect spark plugs • Lube fan pulley as • Inspect spark plug needed
• Check engine oil wires and distributor • Inspect fan louvers level cap for proper operation
• Change engine oil • Inspect points and
and filters condenser Transfer Switch
• Inspect engine seals
for leaks Engine Exhaust System • Ensure connections
• Tighten hose clamps are tight
as necessary • Inspect flexible • Ensure relays are
exhaust coupling tight
Engine Air Filter System • Inspect critical • Check main contacts silencer • Test transfer (where
• Inspect engine air • Drain water in permitted)
filter exhaust moisture
• Inspect air cleaner traps Generator Operation
seal
• Inspect air cleaner Main Alternator & • Check for oil, coolant elements Electrical and exhaust leaks
• Inspect crankcase • Inspect battery
vent/breather • Check voltage charging system
output, rotor, stator, • Inspect turbocharger
Engine Fuel System regulator • Inspect engine
• Inspect brushes and governor
• Inspect fuel system slip rings if visible • Check oil engine for leaks • Inspect insulation on gauges and LEDs
• Tighten hose clamps generator leads • Check for abnormal as necessary • Tighten connections vibration and/or noise • Inspect flexible fuel as needed • Adjust voltage and
lines frequency as needed
• Inspect fuel pressure • Test all engine safety
as needed shutdowns
Generator Size/type ProTech Annual Service Adder: Radiator Flush Adder: Annual Loadbank
Residential and 2 year term. Invoiced Recommended every Load bank as required Commercial LP and each year at time of three years annually or every two Natural Gas primary service years. 2 hour or 4 hour
5kW to 26kW (Air- $475 per Year N/A
Cooled Engines)
l0Kw to 30Kw (Liquid- $625 per Year $325 per 3 Years LB Discounted Pricing Cooled Engines) for ProTech Customers
31kW to 60kW (Liquid- $675 per Year $350 per 3 Yea rs LB Discounted Pricing Cooled Engines) for ProTech Customers
61kW to 150kW $750 per Year $375 per 3 Years LB Discounted Pricing (Liquid-Cooled for ProTech Customers
Engines)
The ProTech Maintenance agreement renews from term to term with cancellation by either party with 30 day written notice. This service plan is for gaseous spark ignited residential and commercial applications. Plans are available for diesel and industrial applications per quotation. Repairs required outside of the scope of this service, with customer authorization, are billed on a time and material basis. Mikes Generator and Ag Repair 24 hour emergency services are available and will respond within a four hour time frame (location dependent).
Signature ______________ _ Date -----
ESTIMATE
Mike Mobile Generator and AG [email protected] Repair
7372 E Dayton Ave
Ff'esno, CA 93737
City O Reedley (Community Center)
Bill to Ship to
City Of Reedley (Community Center)
100 N. East Ave.
City Of Reedley (Community Center)
100 N. East Ave.
Reedley , Ca. 93654 Reedley , Ca. 93654
Estimate details
Eslimate no.: 1029
Estimate date: 02/02/2024
# Date
1. 2.
3. 4.
Product or service SKU Qty
PM01 INSPECTION
-INSPECT GENERATOR AND ENGINE FOR ANY LEAKS SEAPS OR DRIPS. -INSPECT COOUNG PACKAGE AND VERIFY OPERATING TEMP IS STILL ATTAINED. -INSPECT BELT AND FAN.
-INSPECT WATER PUMP BEARING PLAY.
-INSPECT BATTERIES AND WATER JACKET AND MAKE SURE THEY ARE STILL FUNCTIONING. -CLEAN GENERATOR ROOM AND GENERATOR PACKAGE
PM02
-TRVEL TO AND FROM JOB SITE
-DRAIN ENGINE OIL AND TOP OFF WITH NEW OIL
-CHANGE OIL FILTERS AND AIR FILTERS
-INSPECT TRANSFER GEAR AND CLEAN OUT ELECTRICAL BOXES.
-SPARK PLUGS
-DISPOSE OF OIL AND FILTERS.
LOAOBANK HOOK UP ANO DISCONNECT
ANNUAL LOAD TEST GENERATOR FOR 80% CAPACITY OF STAND BY LABEL.
TAKE GENERATOR OFFUNE AND HOOK UP LOAD BANK FOR TEST.
TWO HOUR LOAD TEST 30% 50% AND 80%
Parts tot.al
Oil
Oil FIiter
Air Riter
Spark Plugs
Subtotal
Sales tax
Total
4 Rate
$180.00
S180.00
51 ,300.00
5112.00
Am ount
$180.00
$720.00
.
$1 ,300.00
$112.00
S2,312.00
S10.33
$2,322.33
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D ,.,.
~
. s IE RRA~ Kl NG s
HEALTH CARE DISTRICT
General Grant Contract
Contract Number 2024-12
This AGREEMENT is dated this _1st_ day of_July_2024, by and between the SIERRA KINGS HEALTH CARE DISTRICT (the "DISTRICT"), and _City of Reedley_ (hereinafter referred to as the "CONTRACTOR").
RECITALS
A. The California Legislature passed the "Local Health Care District Law" in 1945 (codified Health and Safety Code § 32000, et al.) and the District Reorganization Act of 1965 (Public Resources Code§ 56000, et al.). Sierra Kings Health Care District was duly established under these laws in 1962.
B. The DISTRICT is a "Nonprovider Health Care District," as described under Chapter 8 of the Local Health Care District Law (Health and Safety Code Sections 32495 et seq.), with the authority to create grants to organizations that promote health and wellness.
C. The DISTRICT has adopted a Strategic Plan to direct local investments that promote health and wellness and released a Request for Proposal (RFP)/Request for Authorization (RFA) pursuant to the strategic plan on January 3, 2024.
D. The CONTRACTOR submitted a proposal or application in response to an RFP/RFA to deploy services which the DISTRICT has determined furthers the DISTRICT's Strategic Plan.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual covenants contained herein and the above recitals, which are hereby incorporated into this Agreement, it is mutually agreed to by the parties :
1. TERM
The first term of this Agreement shall be for a period commencing on July 1, 2024, and ending on July 31, 2025. Programming services and project expenses under Paragraphs 2 and 3 shall be completed by June 30, 2025 .
2. SCOPE OF WORK
CONTRACTOR must provide the services to the satisfaction of the DISTRICT as set forth in the Measurable Outcomes Plan (Attachment A incorporated herein). ll Page
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D
3. COMPENSATION - GRANT AWARD
DISTRICT shall reimburse CONTRACTOR with grant monies for project expenses in the amount as stated in Budget and Budget Justification (Attachment B incorporated herein). The maximum amount reimbursable under this Agreement shall not exceed eighteen thousand dollars {$18,000) unless otherwise requested and approved, as outlined in Paragraph 34 (Termination and Modification).
4. INVOICES AND QUARTERLY REPORTS
CONTRACTOR is required to submit Quarterly Reports that include an Invoice and a List of Expenditures (Attachment C incorporated herein), a Measurable Outcomes Report (Attachment D herein) and any other datasets as per the Measurable Outcomes Plan in accordance with the following schedule.
PERIOD
ist Period
2nd Period
3rd Period
4th Period
July 1, 2024 - September 30, 2024
October 1, 2024 - December 31, 2024
January 1, 2025 - March 31, 2025
April 1, 2025 - June 30, 2025
DUE DATE
October 20, 2024
January 20, 2025
April 20, 2025
July 20, 2025
CONTRACTOR shall submit Quarterly Reports to the DISTRICT by noon on the due dates set forth above. CONTRACTOR shall submit Quarterly Reports electronically to the contact person set forth herein. In the event the defined date is on a weekend or holiday, CONTRACTOR shall submit required documents on the next business day.
5. PAYMENT
CONTRACTOR will be reimbursed up to the stipulated payment, as per Paragraph 3, upon submittal of an Invoice and List of Expenditures as per Paragraph 4 . Upon timely receipt of Quarterly Reports, the DISTRICT shall reimburse CONTRACTOR no later than sixty {60) days following the accurate and complete submittal reflecting the prior period's work. DISTRICT reserves the right to withhold payment if it is suspected or observed that CONTRACTOR is not in compliance with service, reporting, or performance obligations pursuant to this Agreement. The DISTRICT will not reimburse any late fees or penalties incurred as a result of the CONTRACTOR's failure to pay expenses timely or sanctions due to compliance matters.
In the event this Agreement is terminated pursuant to Paragraph 34, payment will be determined and made as per Paragraph 34.
6. SITE VISIT
21 Page
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D Scheduled Site Visits: DISTRICT and CONTRACTOR will schedule Quarterly Site Visits to review Quarterly Reports and will reveal all challenges and/or successes. Both parties shall sign acknowledging completion of site visits .
Unscheduled Site Visits : DISTRICT shall have the right, with or without notice, to conduct site visits at any time during CONTRACTOR's regular business hours at the location(s} where CONTRACTOR is providing program services under this Agreement. DISTRICT may, at its discretion, provide to CONTRACTOR a report indicating those areas in which CONTRACTOR must improve its performance, as well as areas of positive performance.
7. SUPPLANTATION OF FUNDS
No monies granted by the DISTRICT may be used to supplant federal, state, county, or other monies available to the CONTRACTOR for any purpose.
8. NON-APPROPRIATION OF FUNDS
DISTRICT reasonably believes that such tax revenue will be available to fully fund this Agreement for its term. In the event, however, no funds or insufficient funds are available for payments of the compensation described in Paragraph 3, the DISTRICT will immediately notify CONTRACTOR of such occurrences and this Agreement may be terminated by the DISTRICT, at its sole discretion, upon twenty (20} working days' notice. After this Agreement is term inated under these provisions, the DISTRICT shall have no obligation to make further payments, other than as stated in Paragraph 5 above.
9. EVALUATION
CONTRACTOR will work with DISTIRCT staff to develop and implement an evaluation process (as per t he Measurable Outcomes Plan) that determines performance measures, data collection, and regular data reporting guidelines. Further, CONTRACTOR understands that the evaluation process may be revised by the DISTRICT for refinement. In the event of a need for refinement, CONTRACTOR will be notified in writing and give no more than thirty (30) days total to work with DISTRICT staff and make modifications.
10. ATTRIBUTION - INTELLECTUAL PROPERTY
DISTRICT grants limited, non-exclusive, non-sub-licensable, worldwide license to use the DISTRICT' s trademarks, trade names, copyrights, logos, and trade dress (collectively, "Trademarks") only as necessary to fulfill the CONTRACTOR' s obl igations under this Agreement.
Except as expressly granted in this Agreement, no other rights or licenses or uses whatsoever in or to DISTRICT' s Trademarks are granted to CONTRACTOR. 3I Page
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D CONTRACTOR will ensure all applications, publications, media activities, posters, conferences, brochures, etc., used in the Project will include a statement that the Project is funded by the DISTRICT with the official DISTRICT logo.
In instances of mass production and/or commercial advertisements, CONTRACTOR will allow DISTRICT to preview materials.
DISTRICT may terminate the CONTRACTOR's License to use its Trademarks if it determines that CONTRACTOR's use of such Trademarks tarnishes, blurs, or dilutes the quality or good will associated with such Trademarks and such problem is not cured within ten (10) days of notice thereof.
11. CONFIDENTIALITY
Information obtained in performance of this Agreement may be confidential or sensitive.
Confidential information is information which might identify a specific individual. Sensitive information may be financial or operational that requires the maintenance of the integrity and assurance of its accuracy and completeness. Confidential and sensitive information are not open to the public and may require special precautions and DISTRICT initiated training to protect it from unauthorized use, disclosure, modification, and destruction.
CONTRACTOR shall comply with all Federal, State, and County laws related to the confidentiality of information. CONTRACTOR shall not publish, disclose, use, or permit or cause to be published, disclosed, or used confidential information pertaining to an individual or recipient of services without the express written consent of the impacted individual and/or DISTRICT. Further, CONTRACTOR shall ensure that all employees with access to confidential information shall be provided adequate confidentiality training. The provisions set forth herein shall survive any termination or expiration of this Agreement.
12. DISCRIMINATION
CONTRACTOR will serve its target population in an environment that is free of discrimination and sensitive to differences of people working towards the common goal of improving health and wellness, including sensitivity to differences of gender, race, ethnicity, culture, class, age, physical ability, sexual orientation or other life experiences. To that end, CONTRACTOR must comply with all applicable laws providing equal employment opportunities. CONTRACTOR must not discriminate against any person on the grounds of race, color, creed, gender, gender identity, religion, marital status, registered domestic partners status, age, national origin or ancestry, physical or mental disability, medical condition including genetic characteristics, sexual orientation, pregnancy, citizenship status, military or veteran status, or any other characteristics, sexual orientation, pregnancy, citizenship status, military or veteran status, or any other characteristic made unlawful by federal, state, or local laws. 41 Page
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D
13. INDEMNITY /HOLD HARMLESS
DISTRICT will defend, indemnify, and hold harmless CONTRACTOR, its agents, officers and employees, against all suits and claims, liabilities, and losses arising (including attorneys' fees) from any omission, negligent act, or willful misconduct of DISTRICT and its officers, agents, or employees in the performance of this Agreement.
CONTRACTOR will defend, indemnify, and hold harmless the DISTRICT, its officers, directors, agents and employees, against all suits and claims, liabilities, and losses arising (including attorneys' fees) from any omission, negligent act, or willful misconduct of CONTRACTOR and its officers, agents, or employees in the performance of this Agreement.
14. INSURANCE
CONTRACTOR shall agree to maintain insurance in accordance with the provision of Attachment E herein.
15. GOVERNING LAW AND VENUE
This Agreement shall be governed by, and construed and enforced in accordance with, the laws of the State of California. Venue for purposes of the filing of any action regarding the enforcement or interpretation of this Agreement any rights and duties hereunder shall be in Fresno County, California.
16. AGENCY RELATIONSHIP
This Agreement is not intended to, and shall not be used to, create the relationship of principalagent, master-servant, or employer-employee between the DISTRICT and CONTRACTOR or any of CONTRACTOR's subcontractors or employees, nor shall this Agreement create a partnership, joint venture, or association between the DISTRICT and CONTRACTOR.
CONTRACTOR shall perform all of the Project services as an independent contractor and not as an employee of the DISTRICT. CONTRACTOR understands and acknowledges that it, or any of its subcontractors or employees, shall not be entitled to any of the benefits of a DISTRICT employee including, but not limited to, vacations sick leave, administrative leave, health insurance, disability insurance, retirement, unemployment insurance and workers' compensation.
17. STANDARD OF PERFORMANCE
CONTRACTOR represents that it has the skills, expertise, and licenses/permits necessary to perform the services under this Project. Accordingly, CONTRACTOR shall perform the Project in a manner and according to the standards observed by a competent practitioner of the same profession in which CONTRACTOR is engaged. All products of whatsoever nature which CONTRACTOR delivers to the DISTRICT pursuant to this Agreement shall be prepared in a first5 I P age DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D class and workmanlike manner and shall conform to the standards of quality normally observed by a person practicing in CONTRACTOR's profession . CONTRACTOR shall correct or revise any errors or omissions, at the DISTRICT's request, without additional compensation. Permits and/or licenses shall be obtained and maintained by CONTRACTOR without additional compensation.
18. TAXES
DISTRICT shall not be responsible for paying any taxes on CONTRACTOR' s behalf, and should the DISTRICT be required to do so by State, Federal, or Local taxing agencies, CONTRACTOR agrees to promptly reimburse the DISTRICT for the full value of such paid taxes plus interest and penalty, if any.
19. OWNERSHIP OF DOCUMENTS
DISTRICT shall be the owner of the following items incidental to this Agreement upon production, whether or not completed : the database and all data collected, all documents of any type whatsoever, and any material necessary for the practical use of the data and/or documents from the time of collection and/or production whether or not performance under this Agreement is completed or terminated prior to completion . CONTRACTOR shall not release any materials under this section except after prior written approval of the DISTRICT.
No materials produced in whole or in part under this Agreement shall be copyrighted in the United States or in any other country except as determined at the sole discretion of the DISTRICT.
DISTRICT shall have the unrestricted authority to publish, disclose, distribute, and otherwise use in whole or in part, any reports, data, documents, or other materials prepared under this Agreement.
20. DATA SECURITY
All facilities and other resources used to store and/or process PII will employ reasonable and appropriate administrative, physical, and technical safeguards, to secure such data from unauthorized access, disclosure, alteration, and use. Such measures will be no less protective than those used to secure CONTRACTOR's own data of a similar type, and in no event less than reasonable in view of the type and nature of the data involved. CONTRACTOR shall uninstall any required software or network connections from their devices upon the completion of the work.
CONTRACTOR will ensure data is stored using industry-standard and up-to-date security tools and technologies such as anti-virus protections, advanced threat protection, and intrusion detection methods. CONTRACTOR will update its tools and technologies during the course of the Agreement as industry standards change and updated tools and technologies become available.
CONTRACTOR will ensure that its employees, subcontractors and agents who perform work under this Agreement receive appropriate instruction as to how to protect data consistent with the provisions of this Agreement. CONTRACTOR will perform background checks on all personnel 6I Page
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D who have potential to access Data . Background checks will be performed in accordance with the Fair Credit Reporting Act and will, at a minimum, include Social Security Number validation and trace or foreign equivalent, seven (7) year felony and misdemeanor criminal records of federal, state, or local courts, Office of Foreign Assets Control List (OFAC}, Bureau of Industry and Security List (BIS) and Office of Defense Trade Controls Debarred Persons List (DDTC}.
21. SECURITY INCIDENT RESPONSE.
Upon becoming aware of any actual or reasonably suspected unauthorized access to or acquisition of computerized information that compromises the security, confidentiality, or integrity of the information, or the ability of DISTRICT to access the information ("Data Compromise"). Data Compromise also means a "Breach" as defined under relevant California or federal law for Protected Information. CONTRACTOR will : (1) promptly notify DISTRICT of any Data Compromise; (2) investigate the and provide COMMISSION with detailed information about the Data Compromise; (3) take reasonable steps to mitigate the effects and to minimize any damage resulting from the Data Compromise; (4) take prompt and appropriate corrective action aimed at preventing the reoccurrence of a similar Data Compromise in the future; and (5) hold DISTRICT harmless from any costs associated with a Data Compromise attributable to the actions or inactions of CONTRACTOR.
22. RECORDS, AUDIT, AND REVIEW
At the primary address for Project operation, CONTRACTOR shall keep and maintain all records pertaining to this Agreement for a period of no less than four (4) years following the termination of this Agreement. All accounting records shall be kept in accordance with generally accepted accounting practices. DISTRICT shall have the right to audit and review all such documents and records at any time during CONTRACTOR's regular business hours or upon reasonable notice.
23. SUBMISSIONAL OF FINANCIAL STATEMENTS
CONTRACTOR shall agree to submit an annual Agency audit, including management letter when applicable, in accordance with the provision of Grants Management Policy No. 5.14 (Attachment F) incorporated herein.
24. NON-EXCLUSIVE AGREEMENT
CONTRACTOR understands that this is not an exclusive Agreement and that the DISTRICT shall have the right to negotiate with, and enter into agreements with, others providing the same or similar services as those provided by CONTRACTOR as the DISTRICT desires.
DISTRICT understands that CONTRACTOR may be engaged in projects other than those funded through this Agreement.
25. ASSIGNMENT
71 Page
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D CONTRACTOR shall not assign any of its rights nor transfer any of its obligations under this Agreement without the prior written consent of the DISTRICT. Any attempt to assign or transfer without such consent shall be void and without legal effect and shall constitute grounds for immediate termination.
26. SUB-CONTRACTORS
CONTRACTOR shall supervise, monitor, and be responsible for all work performed by any and all subcontractors providing services for this Project as determined in this Agreement.
CONTRACTOR shall not retain the services of a subcontractor to carry out the Project without DISTRICT's prior written approval.
27. MODIFICATION OF DISTRICT LAW
In the event laws governing work of the DISTRICT shall be modified during the period of th is Agreement, the DISTRICT will give CONTRACTOR a minimum of thirty {30) days written notice in the event new requirements affect the existing Agreement and the parties will negotiate Agreement modifications. If the DISTRICT and CONTRACTOR are unable to agree to required changes, either party may terminate the Agreement with thirty {30} days written notice.
28. GRANTS MANAGEMENT POLICY
CONTRACTOR acknowledges it has read and understands the DISTRICT's grants management policies as stated in DISTRICT Policies and Procedures Handbook: Section V - Grants Management. Grant management policies no. 5.14, 5.15, and 5.17 are attached herein. A full listing of grants management policies can be found on the District' s website at www.skhcd.org.
29. ALTERATION AND MODIFICATION OF AGREEMENT
No alterations or variation in the terms of this Agreement shall be valid unless made in writing and signed by the parties hereto, and no oral understanding or agreement, not incorporated herein, shall be binding on any of the parties hereto. Any part of this Agreement may be modified or amended from time to time only by the written consent of the parties without, in any way, affecting the remainder of the Agreement.
30. SEVERABILITY
Unless material to this Agreement, any provisions, clause, or part herein found to be illegal or unenforceable shall not affect the legality of any other provisions, clause, or part, nor the Agreement itself.
31. PARAGRAPH HEADINGS
Bl Page
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D Both parties agree that paragraph headings are provided for organizational purposes only and not in any manner affect the scope, meaning, or intent of the provisions of the Agreement.
32. TOTALITY OF AGREEMENT
This Agreement, along with all Attachments, conta in all of the terms and considerations agreed upon by the parties hereto. No other agreement, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind either of the parties hereto
33. NOTICES
Any notices provided by either party to the other shall be deemed to have been fully given when made in writing and personally delivered, deposited at the United States Postal Services, or sent via email and addressed as follows:
TO: Sierra Kings Health Care District
1011 G. Street
Reedley, CA 93654
ATTN : Chinayera Black Hardaman, MPA, CEO
cblack@skhcd .org
TO: City of Reedley
100 N East Ave
Reedley, CA 93654
ATTN: Nicole Zieba, City Manager
34. TERMINATION AND MODIFICATION
a. Except as otherwise provided herein, the DISTRICT may, by written notice to CONTRACTOR, terminate this Agreement in whole or in part at any time, for cause.
Upon receipt of notice, CONTRACTOR shall immediately discontinue Project services effected under this Agreement (unless the notice direct otherwise), and within thirty (30) working days, deliver to the DISTRICT all data, estimates, graphs, summaries, reports, and all other records, documents or paper as may have been accumulated or produced by CONTRACTOR.
9I Page
i. For Cause. DISTRICT may terminate this Agreement immediately upon the happening of any of the following:
• Violation of any material provision of the Agreement; • Institution of proceedings by or against CONTRACTOR under the bankruptcy laws of the United States;
• Discovery of the DISTRICT that the Agreement was obtained through fraud;
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D • Suspension of business operations, failure or receivership of CONTRACTOR;
• Any assignment of the Agreement with DISTRICT without prior approval;
• CONTRACTOR's failure to maintain any permits, licenses or personal qualifications, and/or qualified staff referred to in CONTRACTOR proposal and contract statement;
• CONTRACTOR failure to maintain the insurance coverage required by DISTRICT contract;
• CONTRACTOR failure to provide service or complete activities as specified in the proposal and/or the agreed upon Corrective Action Plan as addressed under Grants Management Policy No. 5.17 (attached hereto as Attachment G)
• Non-appropriation of funds as described in Paragraph 8 above; and/or,
• Inability of CONTRACTOR to adhere to State law modifications as described in Paragraph 27.
Notwithstanding any other payment provision of this Agreement, the DISTRICT shall pay CONTRACTOR for services performed to the date of termination to include a prorated amount of compensation due hereunder less payments, if any, previously made; or, as outlined within Attachment G. In no event shall CONTRACTOR be paid an amount in excess of the full price under this Agreement. CONTRACTOR shall furnish to the DISTRICT such financial information as, in the sole judgement and discretion of the DISTRICT, is necessary to determine the reasonable value of the services rendered by CONTRACTOR. The decision of the DISTRICT shall be final. The foregoing is cumulative and shall not affect any right or remedy, which the DISTRICT may have in law or equity.
b. In the event the DISTRICT fails to pay CONTRACTOR all or any part of the payment set forth in Attachment~ CONTRACTOR may, at any time at CONTRACTOR'S option, terminate this Agreement if such failure is not remedied by the DISTRICT within thirty (30) days written notice to the DISTRICT of such late payment. c. Budget Modification. District will consider requests for budget modification through a Budget Modification Request as found in Attachment H incorporated herein as per Grants Management Policy No. 5-15 as found in Attachment I herein.
35. AMERICANS WITH DISABILITIES ACT
CONTRACTOR assures the DISTRICT that it complies with the Americans with Disabil ities ACT (ADA) of 1990 which prohibits discrimination on the basis of disability as well as with all applicable regulations and guidelines issued pursuant to the ADA
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DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D
36. AUTHORITY ANO COPIES OF AGREEMENT
The undersigned certifies and warrants on his or her own behalf that as the signatory to this Agreement, he or she has the authority to execute this Agreement on behalf of their respective entity. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. This Agreement is executed in counterparts, each of which shall be deemed a duplicate original.
IN WITNESS HEREOF, the parties have affixed their signatures hereto the day and year first above written.
DISTRICT CONTRACTOR
REVIEWED AND RECOMMENDED
FOR APPROVAL:
By: _(Ju_·~----'-l-Y-(}.,_~ __ ft_Af"_~_IA.IA, __ _ By:_~ __ fk _____ _
Chinayera Black Hardaman, MPA
Chief Executive Officer
Sierra Kings Health Care District
APPROVED AS TO LEGAL FORM FOR THE
SIERRA KINGS HEALTH CARE DISTRICT:
R~A.G~ By: ____________ _
Legal Counsel
Attachment A - Measurable Outcomes Plan
Attachment B - Budget and Justification
Attachment (-Invoice and List of Expenditures {GL)
Attachment D - Measurable Outcomes Report
Attachment E - Insurance
Nicole Zieba
City Manager
City of Reedley
Attachment F - Grants Management Policy No. 5.14 -Annual Financial Audit Attachment G - Grants Management Policy No. 5.17- Compliance Attachment H - Budget Modification Request Form
Attachment I - Grants Management Policy No. 5.15 - Budget Modification Threshold HI Page
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D ,-,,l fJJ . SIERRA~KINGS
HEALTH CARE DISTRICT
Attachment A
MEASURABLE OUTCOMES PLAN
Program Name: City of Reedley Pickleball Courts for Public District Priority: Obesity and Diabetes Prevention
District Goal: Increase access to adequate fitness to mitigate the onset of obesity and diabetes.
DISTRICT TIME PROGRAM EVALUATION FREQUENCY INDICATOR SAMPLING
OBJECTIVE FRAME ACTIVITIES OUTCOMES OF DATA DESCRIPTION STRATEGY SUBMISSION Obesity and 7-1-24 Strategy #1 Ex12ected Outcome Quarterly # of Open Courts 100% Diabetes thru Increase access to physical The public will have # of Participants Prevention by 6-30-25 activity by opening the increased physical Increasing pickleball courts at KCUSD. activity by participating access to fitness in pickleball
Method Evidence of Outcomes
Open and monitor the 104 open pickleball
pickleball courts at KCUSD courts at KCUSD
two times per week
(Wednesday/Saturday) for Evaluation Tools
one year Participation
spreadsheet
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D -...IJ:.~. SIERRA\1Pk1NGS HEALTH CARE DISTRICT
ATTACHMENT B- BUDGET & JUSTIFICATION
BUDGET INSTRUCTIONS
DO NOT MODIFY THIS BUDGET TEMPLATE. THESE ARE THE ONLY ALLOWABLE LINE ITEMS
1. COLUMN A - SKHCD FUNDS
Insert budget totals for each line item in which you are requesting funding from SKHCD. Include the full-time equivalent (FTE) to be charged to SKHCD only. Also, include the appropriate percentages under Benefits and Adm in/Indirect on the form .
2. COLUMN B - OTHER FUNDS
List ALL other sources of revenue that wi ll be used to finance this project. It is important to demonstrate any/all leveraged funds to have a better understanding of the total cost of running this project.
3. COLUMN C - TOT AL BUDGET AMOUNT
This is the total budget allocated to each line item (Column A + Column B = Column C). This column will self-populate.
Please assure accuracy before submitting the Budget Form.
4. PERSONNEL
This cost reflects staff providing a direct service. Identify each position/classification to be funded under the grant, the salary, full time equivalency (FTE), and contribution/responsibilities within the program. Example: three (3) part time home visitors (1 .5 FTEs) with a salary of $15,000 annually per person (1.5 FTEs • $15,000 = $22,500). Include a description of each position's role & responsibility in relation to this project.
5. BENEFITS
List benefits as a percentage of the total salary allocations. Example: ($22,500 • 30% Benefits= $6,750).
6. OPERATING EXPENSES
A. General Expenses: This includes the total of consumable items, i.e. office supplies, maintenance, postage, program materials, assessment tools, etc. Itemize each item and related costs in the Budget Justification.
B. Communications: The costs of telephone, fax, cellular telephone, pagers, etc. List SKHC's percentage of total costs and itemize in the Budget Justification.
C. Printing: The costs of duplication and reproduction of materials. List SKHCD's percentage of total costs and itemize in the Budget Justification.
D. Travel/Training: The cost of travel and or training and its benefit to the project. Your agency should be able to identify appropriate trainings and workshops for the year based on activities and goals listed on the Measurable Outcomes Report. Travel should be calculated at your current agency's rate • the estimated miles to be travel led • number of personnel. Trainings would follow the same format:
registration costs • number of attendees • hotel costs. Example:
Correct - Mileage: To provide home visitation services. community outreach, and attend projectrelated meetings at approximately 500 miles per month (500 miles• 12 mos • .58 (current state rate)= $3,480 Incorrect - Mileage: $3,480
E. SubcontracUConsultant: List all consultants and related costs. Also, complete a separate Budget Form for each subcontractor/consultant which breaks down related costs i.e., rate per hour, per diem , travel expenses, etc. Identify the expertise contributed to the project.
F. Other Costs: Define the source(s) of all costs over and above operational expenses that are related to the project and services provided. Field trips, food costs , book purchases, technology purchases (if it doesn't fall under Equipment Purchase parameters) could be included here. The cost breakdown must follow the Travel/Training guidelines.
7. TOTAL PERSONNEL & OPERATING
Calculate total Personnel and Operating costs based upon figures outlined above.
8. INDIRECT/ADMINISTRATIVE COSTS Indirect and administrative cost rates will be applied against salaries, benefits, and operating expenses, excluding any capital expenses. In no instance will the indirect cost rate charged be greater than 10% of eligible contract costs. In no instance will the administrative cost rate charged be greater than 5% of eligible grant amounts.
Identify the percentage being used for both indirect and administrative costs.
9. EQUIPMENT COSTS
List any items to be purchased that have useful life of more than four years and an acquisition cost of $1 ,000 or more per unit.
Project funds may not be used to reimburse the contractor for equipment already purchased.
10. TOTAL FUNDS REQUESTED
Calculate Total Project Expenses across Column A, B, and C.
JUSTIFICATION/NARRATIVE INSTRUCTIONS
A separate narrative must be attached to the Budget Form. Please use a word document to outline the guidelines written above for DocuSign Envelope ID: 8E55740A-CDBE-4440--90A9-32E02F636870
ATTACHMENT B - BUDGET FORM
PERIOD: Ju ly 1, 2024 thru June 30, 2025
APPLICANT/AGENCY NAME: City of Reedley
PROJECT TITLE: Pickleball Play for the Public
COLUMN A
SKHCD FUNDS
CATEGORIES
I. PERSONNEL
LIST OF STAFF FTE
1 Part Time City of Reedley Employee 0.4 16,250
2 3
4 5
TOTAL SALARY/WAGES "_J 16,250
BENEFITS( __ %} 1,500
PERSONNEL SUBTOTAL $ 17,750
II. OPERATING
General Operating 250
Communications
Printing
Travel/Training
Subcontractor /Consultants
1 2
3 Other
1 2
3 OPERATING SUBTOTAL $ 250
Ill . TOTAL PERSONNEL AND OPERATING $ 18,000
IV. lndirect/Admin. (_%)
V. Equipment
VI TOTAL FUNDS REQUESTED $ 18,000
COLUMNB
OTHER FUNDS
$
$
$
$
~ If you are utilizing Su bcontractor/ Consultant(s), check this box and complete a sperate Budget Form for each Subcontract/Consultant(s).
Justification using the guidelines found in the instructions.
Other Funding Source(s):
1 $
2 s 3 $
4 s Total Other Funding Source(s) $ - NOTE: Toto/ Other Funding Source(s) should motch the total of Column B above.
COLUMNC
TOTAL BUDGET
16,250
16,250
1,500
$ 17,750
250
$ 250
$ 18,000
$ 18,000
Also, complete a Budget
DocuS19n Enve{ope ID: 8E5574DA-CDBE-4440-90A9-32ED2F636870 ,~:i'vi. SI E RRAWK1 NG S HEALTH CARE DISTRICT
Instructions for Submitting Quarterly Invoices
This workbook contains a worksheet for each quarter of the contract period: July 1, 2022, thought June 30, 2023. The invoice must be completed in its entirety with a data and signature of the authorized agent as indicated in your contract, Further, a General Ledger (itemized list of expenditures) and/or receipts must be attached for your invoice to be processed.
1. Enter the Agency Name.
2. Enter the Project Name,
3. Enter your District assigned contract number.
4. Enter the Contact Person,
5. Enter the Telephone Number.
6. Enter the Date Submitted.
7. In Column A, "Approved Budget", enter the approved budget as per your signed contract, If you have been granted a budget modification, the "Approved Budget" column should reflect the new budget for that quarter and all subsequent quarters.
8. In Colufnn B, "Current Quarter Expenses", enter all eligible current quarter expenses as per your approved (or modified) contract budget.
9. Columns C, D, and E should automatically populate. Please confirm accuracy of the calculations as it is your responsibility to manage grant funds to ensure not to exceed budgeted amounts.
10. If the invoice is not filled out in its entirety (all relevant cells must be populated), your invoice will be returned. This may delay timely payment.
11. The invoice must be signed and dated by the agencies authorized agent as per the executed contract.
Invoices are due by noon on the 20th of the month following the end of the quarter. Refer to Paragraph 4 of the executed contract for more specific dates.
PLEASE NOTE:
A. Payment processing shall only occur after all required quarterly reporting is submitted to the District. Late or incomplete quarterly reporting may delay payment.
B. Adjustments to the approved budget will come into effect only AFTER the date of an approved Budget Modification Request Form.
C. Once an invoice has been submitted, approved, and reimbursed by the Sierra Kings Health Care District, no additional claims for payment may be requested for that quarter.
Quarterly Invoices shall be mailed or delivered to:
Sierra Kings Health Care District
1011 G. Street
Reedley, CA 93654
ATTN : Merari Gutierrez
OocuSign Envelope ID· 8E55740A.CDBE-4440-90A9-J2ED2F636870 ~
. ...... ,. SIERRA KINGS HEALTH CARE DISTRICT
FIRST QUARTER INVOICE
APPLICANT/ AGENCY NAME: _C_lty~o_f _Re_e_d_le~y ____ _
PROJECT TITLE: Plckleball Play for the Public
DISTRICT CONTRACT NO: 2024-12
CONTACT: Sarah Reid, Community Servi
TELEPHONE: (559) 637-4203 ext 234
DATE SUBMITTED: ------------ - ---------- COWMNA COWMNB COWMNC Year· SKHCD Approved Current Quarter to-Date Expenses
CATEGORIES Budget Expenses
I. PERSONNEL
LIST OF STAFF FTE
1 Part Time City of Reed ley Employee 16,250
2 3
4 5
TOTAL SALARY/WAGES 16,250
BENEFITS (30%) 1,500
PERSONNEL SUBTOTAL s 17,750 s $
II. OPERATING
General Operating ....-- 250
Communications
Printing
Travel/Training
Subcontractor/Consultants
1 2
3 Other
1 2
3 OPERATING SUBTOTAL - $ 250 s $
Ill. TOTAL PERSONNEL AND OPERATING s 18,000 s $
IV. lndirect/ Admin. (10%)
V. Equ ipment
VI TOTAL FUNDS REQUESTED s 18,000 $ $
Print Name: Title:
Authorized Signature: Date:
FOR SKHCD USE ONLY
~cu,.,,nt Aud/ton FIi• BApproved
Current Insurance on FIie Not Approwd
Current Reporting Documents on File
Malclng Progrrss Towards Dellwrab/es Authorized Signature:
Attachment C • Invoice
COWMNO COWMNE
Budget Balance % Expended
16,250 0%
0%
0%
0%
0%
16,250 0%
1,500 0%
$ 17,750 0%
250 0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
$ 250 0%
$ 18,000 0%
0%
0%
s 18,000 0%
Date:
OocuSign Envelope ID· 8E55740A-CDBE-4440.90A9--32E02F636870
INGS HCALTH CARE DISTRICT
SECOND QUARTER INVOICE
APPLICANT/AGENCY NAME: City of Reedley CONTACT: Sarah Reid, Community Servi TELEPHONE: (559) 637-4203 ext 234
CATEGORIES
I. PERSONNEL
LIST OF STAFF
PROJECT TITLE: Plckleball Play for the Publlc
DISTRICT CONTRACT NO: 2024-12
----------- COLUMN A
SKHCD Approved
Budget
FTE
1 Part Time City of Reedley Employee 16,250
2 3
4 5
TOTAL SALARY /WAG ES 16,250
BENEFITS (30%) 1,500
PERSONNEL SUBTOTAL $ 17,750
II. OPERATING
General Operating - 250
Communications
Printing
Travel/Training
Subcontractor/Consultan t s
1 2
3 Other
1 2
3 OPERATING SUBTOTAL - $ 250
Ill. TOTAL PERSONNEL ANO OPERATING $ 18,000
IV. lndlrect/Admin. (10%}
V. Equ ipment
VI TOTAL FUNDS REQUESTED $ 18,000
Print Name: TIiie:
Authorized Signature: Date:
DATE SUBMITTED: _________ _
COLUMNB COLUMN C YearCurrent Quarter t o-Date Expenses Expenses
$ $
-
$ $
$ $
$ $
FOR SKHCD USE ONLY
Currrnt Insurance on FIie
BApprow d
Not Approvrd
Current Reporting Documents on FIie
COLUMND
Budget Balance
16,250
16,250
1,500
$ 17,750
250
$ 250
$ 18,000
$ 18,000
~ Cum,nt Audlt on F/le
Making Progress Towards Dellwrables Authorized Slenature: Date:
Attachment C - Invoice
COLUMN f
% Expend ed
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
DocuSlgn Envelope ID· 8E55740A-COBE-4440-90As.32ED2F63687D ... :
SIERRA KINGS HEALTH CARE DISTRICT
THIRD QUARTER INVOICE
APPLICANT /AGENCY NAME: City of Reedley
PROJECT TITLE: Plckleball Play for the Public
DISTRICT CONTRACT NO: 2024-12
CONTACT: Sarah Reid, Community Servi
TELEPHONE: (559) 637-4203 ext 234
CATEGORIES
I. PERSONNEL
LIST OF STAFF FTE
1 Pa rt Time City of Reedley Emp loyee
2 _____________ _
3 ___ _______ ___ _
4 _____________ _
s _____________ _
TOTAL SALARY/WAGES
BENEFITS (30%)
PERSONNEL SUBTOTAL
II. OPERATING
Ill.
IV.
V.
VI
General Operating
Communications
Printing
Travel/Training
Subcontractor/Consultant s
1 _____________ _
2 _____________ _
3 ---------------- Other
1 ____________ _
2 ____________ _
3 ___ __________ _
OPERATING SUBTOTAL
TOTAL PERSONNEL AND OPERATING
lnd lre ct/Admin. (10%)
Equipment
TOTAL FUNDS REQUESTED
----------- COLUMNA
SKHCD Approved
Budget
16,250
16, 250
1,500
17,750
250
250
18,000
18,000
DATE SUBMITTED:
COLUMNB
Current Quarter
Expenses
Pri nt Name : ___________________ Title : _________ ____ _ AuthorlzedSl1nature: _ ___ _ _________________ __ Date: ______ _ Current Audit on FJlr
Current lnJUrance on Fllr
0Approw d
0NotApprovrd
FOR SKHCD USE ONLY
-----------
COLUMN C Yearta-Date Expenses
COLUMND
Budget Balance
16,250
16,250
1,500
17,750
250
250
18,000
18,000
Current R~portlno Do(utMnts on FIie
Making Progress Towards Dellwrablr s Authorlzeds&anature : _ _____________ ______ --=Da="-=--'-- ----- Attachmen t C - Invoice
COLUMN £
% Expended
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
OocuSlgn Envelope ID 8E55740A-C06E• 440-90AS-32ED2F63687D Attachment C • Invoice
.... ,
SIERRA\'jj KINGS HEALTH CARE DISTRICT
FOURTH QUARTER INVOICE
APPLICANT/AGENCY NAME: City of Reedley CONTACT: Sarah Reid, Community Servi PROJECT TITLE: Pickleball Play for the Public TELEPHONE: (559) 637-4203 ext 234 DISTRICT CONTRACT NO: 2024-12 DATE SUBMITTED: ------- ---- ---- ------- COWMN A COLUMNB COWMNC Year- COWMND COLUMNE SKHCD Approved Current Quarter to-Date Expenses Budget Balance % Expended CATEGORIES Budget Expenses
I. PERSONNEL
LIST OF STAFF FTE
1 Part Time City of Reedley Employee 0.4 16,250 16,250 0% 2 0%
3 0%
4 0%
5 0%
TOTAL SALARY/WAGES 16,250 16,250 0%
BENEFITS (30%) 1,500 1,500 0%
PERSONNEL SUBTOTAL s 17,750 s s s 17,750 0%
II. OPERATING
General Operat ing - 250 250 0%
Communications 0%
Printing 0%
Travel/Training 0%
Subcontract or/Consultant s 0%
1 0%
2 0%
3 0%
Other
1 0%
2 0%
3 0%
OPERATING SUBTOTAL s 250 s s s 250 0%
Ill. TOTAL PERSONNEL AND OPERATING s 18,000 s s s 18,000 0% IV. lndlrect/Admin. (10%) 0%
V. Equipment 0%
VI TOTAL FUNDS REQUESTED s 18,000 s s s 18,000 0%
Print Name: Title:
Authorized Signature: Date:
FOR SKHCO USE ONLY
~Curront Audit°" FIi• BApp,ovod Current lnsurantt on FIie Not Approved Curnnt Reporting Documents on FIie
Making Prooress Towards Dellverabln Authorized Slanature: Date:
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D ,_J:;J, . S IERRA~ 1'K1 NGS
HEALTH CARE DISTRICT
MEASURABLE OUTCOMES REPORT
Program Name: City of Reedley Pickleball Courts for Public Strategy #1: Open plckleball courts at KCUSD for public use Attachment D -
Measurable Outcomes Report
Quarter: 1 ---------
Method: Open and monitor plckleball courts at KCUSD 2 x per week for 1 year Unit Description: # of open Total Target Units I Units Achieved Units Achieved courts of Service: 104 Open Courts this Quarter: Year-to-Date:
Progress Notes Date Entered
Quarter 1: Attach# of participant data.
Quarter 2: Attach# of participant data.
Quarter 3: Attach # of participant data.
Quarter 4: Attach# of participant data .
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D Attachment E - Insurance
STANDARD INSURANCE PROVISIONS
{For contracts NOT requiring profession al liability insurance and NOT involving construction projects or property rental regarding grants under the Sierra Kings Health Care District) All insurance coverage is to be placed with insurers which :
A. Have a Best's rating of no less than AVII; and,
B. Are admitted insurance companies in the State of California . All other insurers require the prior approval of the DISTRICT. Such insurance coverage shall be maintained during the term of this Agreement.
All insurance policies shall name DISTRICT as an additional insured. A copy of the endorsement evidencing that DISTRICT has been added as named additional insured on the policy, must be attached to/included in the certificate of insurance.
All insurance pol icies shall provide that no cancellation, major change in coverage, or expiration shall be effective or occur until at least thirty (30) days after receipt of such notice is received by DISTRICT.
Without limiting CONTRACTOR'S indemnification of DISTRICT, CONTRACTOR shall procure the following required insurance coverage at its sole cost and expense:
1. Worker's Compensation Insurance
CONTRACTOR is independent and not an employee of the DISTRICT. Statutory Workers' Compensation and Employers Liability Insurance shall cover all CONTRACTOR'S staff while performing any work incidental to the performance of this Agreement.
In the event CONTRACTOR is self-insured, it shall furnish a copy of Certificate of Consent to Self-Insure issued by the Department of Industrial Relations for the State of California.
This provision does not apply if CONTRACTOR has no employees as defined in Labor Code §3350 et seq. during the entire period of t his Agreement and CONTRACTOR submits a written statement to the DISTRICT stating that fact.
2. General and Automobile Liability Insurance
The general liability insurance shall include personal injury liability coverage, coverage for all premises and operations of CONTRACTOR, and contractual liability coverage for this Agreement between DISTRICT and CONTRACTOR.
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D The automobile liability insurance shall cover all owned, non-owned and hired motor vehicles which are operated on behalf of CONTRACTOR pursuant to CONTRACT'S activities hereunder. DISTRICT, their officers, employees, and agents shall be named as Additional Insured on any policy.
The limit of liability of said policy or policies for general and automobile liability insurance shall not be less than One Million Dollars ($1,000,000) per occurrence combined single limit for bodily injury and property damage.
Personal injury liability coverage shall also be in the amount of not less than One Million Dollars ($1,000,000} per occurrence and aggregate.
Said policy or policies shall include a 'severability of interest' or 'cross liability' clause, or equivalent wording. Said policy or pol icies shall contain a provision of the following form:
"Such insurance as is afforded by this policy shall be primary and contributory to the full limits stated in the declarations, and if DISTRICT has other valid and collectible insurance for a loss covered by this policy, that other insurances shall be excess only." CONTRACTOR shall submit certificate(s) of insurance and endorsements documenting the required insurance as specified above, prior to this Agreement becoming effective. Cu rrent certificate(s) of insurance shall be maintained at all times in the officer of the designated DISTRICT representative as a condition precedent to any payment by DISTRICT under this Agreement. The approval of insurance shall neither relieve nor decrease the liabil ity of CONTRACTOR. Upon written request by DISTRICT, CONTRACTOR shall provide a certified copy of any insurance policy to DISTRICT within ten (10) working days.
Failure to comply with the insurance requirements, as specified above, shall place CONTRACTOR in default.
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D
5.14 SIERRA KINGS HEALTH CARE DISTRICT
GRANTS MANAGEMENT
POLICIES AND PROCEDURES
YEAR-END FINANCIAL AUDIT:
Attachment F - Grants
Management Policy No. 5.14-
Annual Financial Audit
Year-end financial audits afford an added layer of fiscal oversight for grant making for the Sierra Kings Health Care District (referred to as the District) PURPOSE:
The purpose of the policy is to institute the expectation that District grantees (contracted programs) shall undergo an agency independent financial audit each year to demonstrate good stewardship of funding and offer an added layer of fiscal oversight.
POLICY:
It is the policy of the District that all grantees of funding in excess of Ten Thousand Dollars ($10,000) shall submit an organizational financial audit, performed by and independent party, with in one hundred twenty (120) days following the close of the fiscal year. The District may require a program-specific financial audit to be conducted within ninety {90) days for the following reasons:
1. In the event that an organizational audit reflects material weaknesses and/or unfavorable statements regarding internal controls; or,
2. Should materials concerns regarding fiscal responsibility arise during regular program monitoring procedures (i.e., site visits, invoice review, inconsistent expenditures, etc.), the District may require a program specific fiscal audit at the expense of the District.
The District hereby establishes that grantees (funded programs) at, or below, Ten Thousand Dollars ($10,000) will be exempt from such year-end audit requirements. Instead, all auditexempt programs will be required to submit to the District all documentation (i.e., invoices, receipts, payroll records, etc.) reflective of all expenditures associated with the contracted goods or services.
Recognizing that small and/or start-up community and faith-based organization may not conduct year-end audits. The District reserves the rights to assess these scenarios on a case-bycase basis. In the event the District approves these types of agencies for funding, a line-item will be built into their funding to afford an audit at the close of the contract.
Written : July 28, 2020 I Revised :
Reviewed :
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D Attachment G - Grants
Management Policy No. 5.17 -
Non-Compliance
5.17a SIERRA KINGS HEALTH CARE DISTRICT
GRANTS MANAGEMENT
POLICIES AND PROCEDURES
NON-COMPLIANCE:
To assure maximum efficiency in the use of District funds issued through grant making by the Sierra Kings Health Care District. (referred to as the District) PURPOSE:
The purpose of this policy is to define the process to be used in the event of non-compliance.
POLICY
Non-Compliance: Programmatic
It is the policy of the District that all grantees enter into a performance-based contract prior to receipt of any funds. Subsequent reimbursements will be contingent upon satisfactory performance and contract compliance. In the event of programmatic noncompliance (program implementation), the District staff shall adhere to the following protocol :
1. Identify non-compliance or contract deficiency.
2. Present non-compliance or deficiency to grantee (contracted program)
3. In collaboration with grantee, develop a Non-Compliance Action Plan to be signed by both the District's Chief Executive Officer and an authorized agent of the grantee (contracted program).
4. The Program Manager (or designee) shall monitor progress made on the NonCompliance Action Plan.
5. Failure to adhere to stipulations outlined in the Non-Compliance Action Plan, shall result in :
a. Follow-up correspondence from the District Program Manager reiterating expectations.
b. If non-compliance continues, the District's Chief Executive Officer may freeze all funds to the project and consult with the District to consider next steps, which might include project termination .
Non-Compliance: Reporting
It is the policy of the District that all grantees submit documentation (i .e., quarterly report, invoice, year-end audit, etc.) in a timely manner as stipulated in the performance-based contract. Subsequent reimbursements will be contingent upon satisfactory reporting and documentation. In the event of reporting non-compliance DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D {fiscal/administrative responsibilities), the District staff shall adhere to the following protocol:
1. Upon 7 days following the due date, the grantee shall be contacted by telephone and offered a reminder of the failure to submit required reporting and documentation.
2. In the event such documentation is not submitted upon fifteen {15) days following the due date, the contractor shall be notified in writing regarding the failure to submit required reporting and documentation . The grantee will be allowed fifteen {15) days from the date of the correspondence to submit all required reporting and documentation. Correspondence should clearly state that if required documentation is not received within the fifteen-day period, a freeze shall be applied to all grant funds.
3. In the event such reporting and documentation is not submitted by the grantee within the allowed time, the District's Program Manager shall attempt to make contact with the grantee, via telephone or in person, to seek clarification as to the delinquency. During this contact {conversation) the District's Program Manager shall make clear to the grantee that if this matter is not resolved within seven {7) business days, contract termination proceedings shall begin. This contact {conversation) shall be followed-up immediately with written correspondence reiterating the timeline and implications. Email correspondence the same day and indicate that the hard copy is to follow in US mail.
4. In the event required reporting and documentation is not received within the allowed time, the District's Chief Executive Officer shall begin grantee termination proceedings as follows :
a. Determine the total amount of funds issued to the grantee to date. b. Determine the total amount due to the grantee as of the date of the contract freeze.
c. Issue documentation to legal counsel and the full Board noting the circumstances with a recommendation for contract termination. Note the total amount due to the grantee shall be included in the recommendation as a fiscal settlement. The Ch ief Executive Officer shall seek clearance from legal counsel prior to proceeding.
Written: January 26, 2021 Revised: 12/13/22
Reviewed:
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D Attachment H
-.: ; . SIERR~ KINGS HEALTH CARE DISTR CT
BUDGET MODIFICATION REQUEST FORM
INSTRUCTIONS
DO NOT MODIFY THIS BUDGET TEMPLATE. THESE ARE THE ONLY ALLOWABLE LINE ITEMS
1. COLUMN A - SKHCD FUNDS
Insert budget totals for each line item as per your approved budget. Include the full-time equivalent (FTE) to be charged to SKHCD only. Also, include the appropriate percentages under Benefits and Admin/lndirecton the fonm .
2. COLUMN B - OTHER FUNDS
List ALL proposed modification for each relevant line item . If you are requesting to increase to a line item simply insert the correct amount, i.e., $1 ,000. If you are requesting to decrease to a line item, insert the correct amount as a negative number, i.e., ($1 ,000).
3. COLUMN C & D -TOTAL BUDGET AMOUNT
This is the total budget and percentage allocated to each line item. These columns will self-populate. Please assure accuracy before submitting the Budget Modification Request Form.
DEFINITIONS
4. PERSONNEL
This cost reflects staff providing a direct service. Identify each position/classification that is funded under the grant, the salary, full time equivalency (FTE), and contribution/responsibilities within the program . Example: three (3) part time home visitors (1.5 FTEs) with a salary of $15,000 annually per person (1.5 FTEs • $15,000 = $22.500). Include a description of each position's role & responsibi lity in relation to this project.
5. BENEFITS
List benefits as a percentage of the total salary allocations. Example: ($22,500 • 30% Benefits= $6,750).
6. OPERATING EXPENSES
A. General Expenses: This includes the total of consumable items, i.e. office supplies, maintenance, postage. program materials. assessment tools, etc. Itemize each item and related costs in the Budget Justification.
B. Communications: The costs of telephone, fax, cellular telephone, pagers, etc. List SKHC's percentage of total costs and itemize in the Budget Justification.
C. Printing: The costs of duplication and reproduction of materials. List SKHCD's percentage of total costs and itemize in the Budget Justification.
D. Travel/Training : The cost of travel and or training and its benefit to the project. Your agency should be able to identify appropriate trainings and workshops for the year based on activities and goals listed on the Measurable Outcomes Report. Travel should be calculated at your current agency's rate • the estimated miles to be travelled • number of personnel. Trainings would follow the same format:
registration costs • number of attendees • hotel costs. Example:
Correct- Mileage: To provide home visitation services, community outreach, and attend projectrelated meetings at approximately 500 miles per month (500 miles• 12 mos* .58 (current state rate) = $3,480 Incorrect - Mileage: $3,480
E. Subcontract/Consultant: List all consultants and related costs. Also, complete a separate Budget Fonm for each subcontractor/consultant which breaks down related costs i.e., rate per hour, per diem, travel expenses, etc. Identify the expertise contributed to the project.
F. Other Costs: Define the source(s) of all costs over and above operational expenses that are related to the project and services provided. Field trips, food costs, book purchases, technology purchases (if it doesn't fall under Equipment Purchase parameters) could be included here. The cost breakdown must follow the Travel/Training guidelines.
7. TOTAL PERSONNEL & OPERATING
Calculate total Personnel and Operating costs based upon figures outlined above.
8. INDIRECT/ADMINISTRATIVE COSTS Indirect and administrative cost rates will be applied against salari es, benefits , and operating expenses, excluding any capital expenses. In no instance will the indirect cost rate charged be greater than 10% of eligible contract costs. In no instance will the adm inistrative cost rate charged be greater than 5% of eligible grant amounts.
Identify the percentage being used for both indirect and administrative costs.
9. EQUIPMENT COSTS
List any items to be purchased that have useful life of more than four years and an acquisition cost of $1 ,000 or more per unit.
Project funds may not be used to reimburse the contractor for equipment already purchased.
10. TOTAL FUNDS REQUESTED
Calculate Total Project Expenses across Column A, B, and C.
DocuStgn Envelope 10· 8ES5740A-COBE-4440-90A9-32E02f6J6870
INGS HEALTH CARE CISTR CT
ATTACHMENT H - BUDGET MODIFICATION REQUEST FORM
PERIOD: July 1 2024 thru June 30, 2025
APPLICANT/AGENCY NAME:
PROJECT TITLE:
COLUMN A COLUMNS
APPROVED SKHCD PROPOSED
CATEGORIES FUNDS MODIFICATION
I. PERSONNEL
LIST OF STAFF FTE
1 2
3 4
5 TOTAL SALARY/ WAGES
BENEFITS (_%)
PERSONNEL SUBTOTAL s s
II. OPERATING
General Operating ~
Communications
Printing
Travel/Training
Subcontractor/ Consultants
1 2
3 Other
1 2
3 OPERATING SUBTOTAL s s Ill. TOTAL PERSONNEL AND OPERATING s s IV. lndirect/Admin. {___") V. Equipment
VI TOTAL FUNDS REQUESTED s s t:=J1t you are utilizin1 SUbcontractor/Consultant(s), check this box and complete a sperate Budget Form for each SUbcontract/Consultlnt(s). found in the instructions.
Other Fundln& Source(s):
1 s 2 s 3 s 4 s
Total Ottler Fundin1 Source(sl $
NOTE: Total Otht!r Funding Source(s} should match the total of Column 8 obove.
Attachmenl H
Budget Mofification Request Form
COLUMN ( COLUMND
PERCENTAGE TOTAL BUDGET
¾ CHANGE
°" °" ""
°" ""
°" °" °" s
°" °" °" °" °" ""
""
°"
°" °" °" °" s
°" s
°" °" °" s Also, complete a Budget Justification using the guidelines DocuSign Envelope ID: 8E5574DA-CDBE--4440-90A9-32ED2F63687D
5.15 SIERRA KINGS HEALTH CARE DISTRICT
GRANTS MANAGEMENT
POLICIES AND PROCEDURES
BUDGET MODIFICATION THRESHOLD:
Attachment I - Grants
Management Policy No. 5.15 -
Budget Modification Threshold
Authorizing the establishment of modification thresholds for all grant contracts executed by the Sierra Kings Health Care District (referred to as the District) PURPOSE:
The purpose of the policy is to institute a threshold for modifications. By establishing such a threshold, the process for non-material budget modifications will be streamlined under the authority of the Chief Executive Officer such that grantees may not experience pauses in program delivery.
POLICY:
It is the policy of the District that the Chief Executive Officer will have the discretion to consider and authorize requests for non-material grant budget modifications as follows:
1. Informal Requests
All transfers of a budget line item that is less than forty percent (40%), or Ten Thousand Dollars ($10,000), of that line item.
2. Formal Requests
All transfers in excess of forty percent (40%), or Ten Thousand Dollars ($10,000), will require formal action by the District during a public meeting.
PROCEDURES:
1. All grantees will provide a completed Budget Modification Request Form accompanied by a brief written justification to the Chief Executive Officer reflecting the requested transfer.
2. All informal requests for a budget modification meeting the threshold of less than forty percent (40%), or Ten Thousand Dollars ($10,000), will be considered by the Chief Executive Officer. District staff will notify grantees of the decision in a timely manner.
3. All formal requests for a budget modifications in excess of the threshold criteria (greater than forty percent (40%) or Ten Thousand Dollars ($10,000)) will be considered by the District during a regularly scheduled public meeting. Staff wil I notify grantees of the District's decision in a timely manner.
11 Pa
DocuSign Envelope ID: 8E5574DA-CDBE-4440-90A9-32ED2F63687D
4. All budget modification requests should occur in advance of implementing expenditures outside of the approved budget as per the contract.
5. All requests for budget modifications must be submitted at least forty-five (45) days prior to the completion of the term of the contract.
Written: January 26, 2021 Revised:
Reviewed :
2 I P a
AMENDED & RESTATED SERVICES AGREEMENT
{Three Year MOU)
Between the City of Reedley and the Kings Canyon Unified School District for Police School Resources Officer
This Amended and Restated Services Agreement (Agreement) is entered into the 1st day of July 2024, by and between the City of Reedley, a municipal corporation, ("City"), and The Kings Canyon Unified School District ("District").
ROLES, CONTRIBUTIONS AND RESPONSIBILITIES
The City agrees to provide one (1) Police School Resource Officer assigned to Reedley High School and its feeder elementary and middle schools. The base of operations for the Reedley School Resource Officer will be Reedley High School, where it is understood that the officer will respond to non-school calls, as needed, and attend meetings and training, as required by the Reedley Police Department.
COMPENSATION
District agrees to fund City a total of $75,000 for one (1) officer to provide these services.
There is a 5% rate increase for the subsequent two fiscal years. FY 23/24 District will fund City $78,750, and FY 24/25 District with fund City $82,687.50. Payments will be made in two equal installments to be paid upon being invoiced by the City of Reedley in September and January of each respective fiscal year within this agreement. Payments will be made no later than 30 days from the invoice date.
EFFECTIVENESS, DURATION AND TERMINATION
This Agreement shall be effective as of the date first written above and shall remain in effect for an initial term running through June 30, 2025. Either party may at any time terminate this Agreement without cause at the party's convenience by giving not less than 30 days prior written notice to the other party. Upon such termination, all rights and obligations of each party under this Agreement shall cease as of the Effective Date of Termination, except for those specific obligations that shall survive termination as set forth herein. In the event of early termination, parties agree to pay or reimburse a pro-rated share of the compensation based upon a 12-month timeframe.
INDEMNIFICATION
The District shall indemnify, defend, and hold harmless the City, its officers, officials, employees, and volunteers from and against any and all liability, claims, damage, cost, ' expenses, awards, fines , judgments, and expenses of litigation (including , without limitation, costs, attorney fees , expert witness fees and prevailing party fees and cost) of every nature arising out of or in connection with the assigned officer's performance of work or his or her failure to comply with any of its obligations contained in the Agreement, except such loss or damage which was caused by the active negligence by the City, or the gross or willful misconduct of the assigned officer.
The City shall indemnify, defend, and hold harmless the District, its officers, officials, employees, and volunteers from and against any and all liability, claims, damage, cost, expenses, awards, fines , judgments, and expenses of litigation (including, without limitation, costs, attorney fees, expert witness fees and prevailing party fees and cost) of every nature arising out of the active negligence by the City or the gross or willful misconduct of the assigned officer during the performance of work hereunder.
In the event of concurrent negligence on the part of District or any of its officers, directors, trustees, employees, agents or volunteers, and City or any of its officers, officials, employees, agents or volunteers, the liability for any and all such claims, demands and actions in law equity for such losses, fines , penalties, forfeiture, costs and damages shall be apportioned under the State of California's theory of comparative negligence as presently established or as may be modified hereafter.
If the District rejects a tender of defense by the City and/or the assigned officer under this Agreement, and it is later determined that the City and/or the officer breached no duty of care and/or was immune from liability, the District shall reimburse the City and/or officer for any and all litigation expenses (including, without limitation, costs, attorney fees, expert witness fees and prevailing party fees and cost). A duty of care or immunity determination may be made by a jury or a court, including a declaratory relief determination by a court after the City and/or officer settles a liability claim, with or without participation by the District.
2 The Parties acknowledge that it is not the intent of the Agreement to create a duty of care by the City or its assigned officer that they would not owe in the absence of the Agreement. The Agreement does not create an affirmative duty of care (including , without limitation, a duty to protect, a duty to deter and/or a duty to intervene) by the City or the assigned officer and the absence of the assigned officer and/or the patrol vehicle is not a material breach of this Agreement. The Parties further acknowledge that by entering into this Agreement neither the City nor its assigned officer intends to waive any immunities to which they would be entitled in the absence of the Agreement.
Requirements in this section shall be retroactive to July 1, 2022.
INTEGRATION OF PRIOR TERMS AND CONDITIONS
This Agreement, including all recitals, constitutes the entire agreement of the Parties. This Agreement may be amended or modified only by the mutual written agreement of the Parties. This Agreement is invalid unless approved by the legislative body of each Party, although it may be executed by an authorized agent of each Party. An authorized agent of the City shall be a person specifically authorized by the legislative body of the City to execute this Agreement, at the level of City Manager or City Attorney or equivalent.
IN WITNESS THEREOF, the parties have caused their authorized agents to execute this Agreement as of the date first set forth above:
CITY OF REEDLEY,
a municipal corporation
By: ---------------- Nicole R. Zieba, Reedley City Manager
THE KINGS CANYON UNIFIED SCHOOL DISTRICT
By: ---------------- John Campbell, KCUSD Superintendent 3 AMENDED & RESTATED SERVICES AGREEMENT
Between the City of Reedley and the Kings Canyon Unified School District for Narcotics Detection Services
This Amended & Restated Services Agreement (Agreement) is entered into the 1st day of July, 2024, through June 30, 2025, for a period of one year, between the City of Reedley, a municipal corporation, ("City"), and The Kings Canyon Unified School District ("KCUSD").
ROLES, CONTRIBUTIONS AND RESPONSIBILITIES
It is understood that the KCUSD has established and communicated a policy clearly defining contraband as all drugs of abuse (in the broadest terms), alcoholic beverages, firearms and ammunition, prescription and over-the counter medication, and that this policy has been disseminated to all campus locations. Violations are considered detrimental to the welfare of students and contrary to the KCUSD'S desire to foster an atmosphere conducive to safety and education.
City shall provide contraband inspection services utilizing non-aggressive contraband detection canines. Such inspections may be conducted on an unannounced basis under the auspices and direction of the KCUSD administration with City acting as an agent of the KCUSD while conducting such inspections. Communal areas, lockers, gym areas, parking lots (automobiles), grounds, and other select areas as directed by KCUSD officials, shall be subject to inspection. School defined contraband detected on KCUSD property is the responsibility of the KCUSD. School contraband should be turned over to City depending on the level of action taken at the KCUSD discretion. All "Legally defined" contraband (i.e., narcotics, stolen property) shall be turned over to City for destruction.
City will schedule KCUSD visits in conjunction with days designated by the KCUSD as appropriate for visits. KCUSD will provide a school calendar with inappropriate dates for service noted. This calendar will serve as an addendum to the Agreement. All other dates will be considered acceptable for visits. Service will NOT be scheduled until the calendar is received .
City is licensed and registered by the U.S. Department of Justice, Drug Enforcement Administration, and regional regulatory agencies as required. Detection canines are certified as reliable by the National Narcotic Detector Dog Association or equivalent independent agency. All employees are registered with the Department of Justice in accordance with California Education Code requirements.
City policy precludes the use of detection canines to "sniff' individuals under any circumstances.
COMPENSATION
City agrees to provide up to 14 visits per school year, or the number requested by KCUSD for the contract period. The KCUSD may increase the total number of visits by notifying CITY in writing.
The compensation rate during year 1 (2022-2023) will be $350.00 per visit. CITY will invoice on a monthly basis for services provided during that month. The compensation rate during year 2 (2022-2023) will include a 5% increase adjustment, equaling a cost per visit of $367.50. The compensation rate during year 3 (2023-2024) will include a 5% increase adjustment, for a total cost per visit of $385.88. The KCUSD agrees to pay for services within thirty {30) days of receipt of each invoice provided by CITY.
EFFECTIVENESS, DURATION AND TERMINATION
This Agreement shall be effective as of the date first written above and shall remain in effect for a 3-year term running through June 30, 2025. Either party may at any time terminate this Agreement without cause at the party's convenience by giving not less than 30 days prior written notice to the other party. Upon such termination, all rights and obligations of each party under this Agreement shall cease as of the Effective Date of Termination, except for those specific obligations that shall survive termination as set forth herein. In the event of early termination, parties agree to pay or reimburse a pro-rated share of the compensation based upon a 12-month timeframe.
INDEMNIFICATION
The KCUSD shall indemnify, defend, and hold harmless the City, its officers, officials, employees, and volunteers from and against any and all liability, claims, damage, cost, expenses, awards, fines, judgments, and expenses of litigation (including, without limitation, costs, attorney fees, expert witness fees and prevailing party fees and cost) of every nature arising out of or in connection with the assigned officer's performance of work or his or her failure to comply with any of its obligations contained in the Agreement, except such loss or damage which was caused by the active negligence by the City, or the gross or willful misconduct of the assigned officer.
The City shall indemnify, defend, and hold harmless the KCUSD, its officers, officials, employees, and volunteers from and against any and all liability, claims, damage, cost, expenses, awards, fines, judgments, and expenses of litigation (including, without limitation, costs, attorney fees, expert witness fees and prevailing party fees and cost) of every nature arising out of the active negligence by the City or the gross or willful misconduct of the assigned officer during the performance of work hereunder.
In the event of concurrent negligence on the part of KCUSD or any of its officers, directors, trustees, employees, agents or volunteers, and City or any of its officers, officials, employees, agents or volunteers, the liability for any and all such claims, demands and actions in law equity for such losses, fines, penalties, forfeiture, costs and damages shall be apportioned under the State of California's theory of comparative negligence as presently established or as may be modified hereafter.
If the KCUSD rejects a tender of defense by the City and/or the assigned officer under this Agreement, and it is later determined that the City and/or the officer breached no duty of care and/or was immune from liability, the KCUSD shall reimburse the City and/or officer for any and all litigation expenses (including, without limitation, costs, attorney fees, expert witness fees and prevailing party fees and cost). A duty of care or immunity determination may be made by a jury or a court, including a declaratory relief determination by a court after the City and/or officer settles a liability claim, with or without participation by the KCUSD. 2 The Parties acknowledge that it is not the intent of the Agreement to create a duty of care by the City or its assigned officer that they would not owe in the absence of the Agreement. The Agreement does not create an affirmative duty of care (including, without limitation, a duty to protect, a duty to deter and/or a duty to intervene) by the City or the assigned officer and the absence of the assigned officer and/or the patrol vehicle is not a material breach of this Agreement. The Parties further acknowledge that by entering into this Agreement neither the City nor its assigned officer intends to waive any immunities to which they would be entitled in the absence of the Agreement.
INTEGRATION OF PRIOR TERMS AND CONDITIONS
This Agreement, including all recitals, constitutes the entire agreement of the Parties. This Agreement may be amended or modified only by the mutual written agreement of the Parties.
This Agreement is invalid unless approved by the legislative body of each Party, although it may be executed by an authorized agent of each Party. An authorized agent of the City shall be a person specifically authorized by the legislative body of the City to execute this Agreement, at the level of City Manager or City Attorney or equivalent.
IN WITNESS THEREOF, the parties have caused their authorized agents to execute this Agreement as of the date first set forth above:
CITY OF REEDLEY
a municipal corporation
By: ---------------
Nicole R. Zieba, Reedley CITY Manager
THE KINGS CANYON UNIFIED SCHOOL DISTRICT
By:--------------
John Campbell, KCUSD Superintendent
Date: ---------
Date: ________ _
3 WATER UTILITY RATES
2.50% 2.40% 2% 2.20% 2.03% 2.20% 2.40%
9%
2.43% 2.50% 2.50% 2.50% 2.50%
4.10%
5.60%
0.00%
5.00%
10.00%
15.00%
20.00%
25.00%
30.00%
35.00%
40.00%
45.00%
50.00%
2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Water Rate History
Water Rate
Changed
to a
Metered
rate
structure
0.30017
0.32241 0.32523 0.32523
0.33041
0.34551
0.33903
0.35795
0.36364
0.44165 0.44281
0.3 0.32
0.34 0.36
0.38 0.4
0.42 0.44
0.46 2022-01 2022-03 2022-06 2022-10 2023-01 2023-03 2023-06 2023-07 2023-09 2024-01 2024-03 PG&E Average Rate History (Price per KWH)
Increase
COST TRENDS
• ELECTRICITY COSTS (PG&E) HAVE INCREASED
45% IN THE LAST TWO YEARS.
• CHLORINE HAS INCREASED BY 20% THIS YEAR.
• MATERIALS/PARTS HAVE INCREASED 10-15%
• PROPERTY INSURANCE PREMIUMS HAVE
INCREASED BY 39%.
• REQUIRED WATER TESTING COSTS HAVE RISEN BY
15% THIS YEAR.
• TCP TREATMENT MEDIA- $350,000/YEAR
0 100000
200000
300000
400000
500000
600000
700000
800000
900000
FY 2022/23 FY 2023/24
Electricity Costs (with Solar offset)
Electrical
WATER UTILITY ELECTRICAL COST
• 2022/23 $550,000
• 2023/24 $791,000 (IF RATES REMAIN UNCHANGED)
$241,000 INCREASE IN ONE YEAR
• 6,000 CUSTOMER ACCOUNTS
• $241,000 / 6,000 = $40.16
• $40.16 / 12 MONTHS = $3.34 /MONTH
JULY 1, 2023 - 5.6% INCREASE IN RATES = $1.99/ MONTH
NEIGHBORING CITIES RATE INCREASES
• DINUBA IS IMPLEMENTING A 25% INCREASE
• HANFORD IS RECOMMENDING A 70% INCREASE OVER THE NEXT 5 YEARS, BEGINNING WITH 35%
• COALINGA IS INCREASING 37% OVER THE NEXT 5 YEARS, BEGINNING WITH 16%
• SANGER IS INCREASING 29% OVER THE NEXT 5 YEARS, BEGINNING WITH 10% City of Reedley
Water Rate Study
June 11, 2024
Purpose of the Water Rate Study
Provide sufficient revenue to operate and maintain the City’s water infrastructure
Meet the intent of Proposition 218
Develop proposed rates that are cost-based and
proportional
Reflect prudent financial planning criteria
Maintain target debt service coverage (DSC) ratio
Prudent level of rate funding for capital projects
Meet target reserve balances
Develop the study using generally accepted
methodologies tailored to the City’s system and
customer characteristics
2 Proposition 218 Requirements
Provides the legal requirement for setting and
implementing property related rates and fees
California Constitution Article XIII D
Requires a cost basis for establishing the level of the rates Rates may not exceed the proportional cost of providing service
Requires a customer notification process and protest
hearing
If no majority protest:
City council may implement the proposed rates
The proposed rates are the maximum rates that can be
charged for the time period specified
3 Establishing
Cost-Based and
Proportional
Water Rates
Rate Design
Design rates for each class of service to meet the revenue requirement and cost of service results along with rate design goals and objectives Cost of Service
Proportionally distributes the revenue requirement between the identified customer classes of service
Revenue Requirement
Compares the revenue of the utility to the expenses to evaluate the level of overall rates
4 Developed for a five-year period (FY 24/25-FY 28/29) Revenues based on recent customer characteristics and current adopted rates
Assumed customer growth of 1.5% annually
Billed consumption based on recent historical consumption levels
O&M based on the FY 2023-24 budget
Annual inflationary increase of approximately 5% annually Existing long-term annual debt service payments
No new/additional long-term debt assumed
Capital improvements based on current capital plan and funded through:
Groundwater treatment reserves
Capital reserves
Annual rates
5 Revenue
Requirement
Key
Assumptions
Summary of
the Revenue
Requirement
Analysis
• Annual rate adjustments are necessary to prudently fund the water utility
• O&M – annual inflationary impacts
• Capital – funding for annual renewal and replacement
• Reserves – maintain reserves at target minimum
levels
• Maintain adequate financial metrics
• Actual rate/bill impacts will be determined in the cost of service and rate design analyses
6 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Proposed Rev. Adj. 13.0% 13.0% TBD TBD TBD
TBD* - Future rates will be based on the annual inflationary index Provides the basis for meeting the requirements of Proposition 218 Proportionality between customer classes (rate schedules) Need to develop the cost basis (justification) for the fixed and consumption charges Allocate costs based on why and how costs are incurred Commodity, capacity, or customer (fixed) related
Proportionally distribute the allocated costs to each customer class of service
Residential/non-residential, irrigation, fire protection Distribution factors are based on each customer class’s annual consumption, system demands, and number of customers or equivalent meters
Cost of Service Analysis
7 Summary of
the Cost of
Service
Analysis
• Cost of service shows minor cost differences
between the current rates and distributed costs
• Revenue requirement and cost of service analyses
are used to develop rate designs for each class of
service
• Overall revenue needs (cost basis)
• Average unit costs (proportionality)
• Unit costs developed on a per 1,000 gallon and
equivalent meter basis
• Provides the cost basis for the fixed and consumption charge for each customer class of service
8 Rate Design
Key
Assumptions
• Cost basis for the proposed rates is the cost of service average unit costs
• No rate structure changes recommended at this time
• Meter (fixed) charge is the same for all customers by meter size
• Excluding fire protection
• Residential and non-residential have the same
consumption charge by tier
• Irrigation has a separate consumption charge
• Drought rates updated based on proposed rates
• Revenue transition plan for revenue increase:
9 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Proposed Rev. Adj. 13.0% 13.0% TBD TBD TBD
Residential and Non-Residential
Present and Proposed Rates
10 Present
FY 2024-25
(07/01/24)
FY 2025-26
(07/01/25)
FY 2026-27
(07/01/26)
FY 2027-28
(07/01/27)
FY 2028-29
(07/01/28)
Service (Meter) Charge
3/4” or 1” $37.67 $42.36 $47.87 TBD* TBD* TBD*
1 1/2” 44.09 49.56 56.01 TBD* TBD* TBD*
2” 50.14 56.34 63.67 TBD* TBD* TBD*
3” 56.54 63.54 71.81 TBD* TBD* TBD*
4” 81.82 91.92 103.88 TBD* TBD* TBD*
6” 163.31 183.84 207.76 TBD* TBD* TBD*
8” 261.75 294.40 332.70 TBD* TBD* TBD*
Consumption Charge
0 - 15,000 $1.20 $1.29 $1.46 TBD* TBD* TBD*
15,000 - 25,000 1.25 1.55 1.75 TBD* TBD* TBD*
25,000 + 1.30 1.64 1.86 TBD* TBD* TBD*
TBD* - Future rates will be based on the annual inflationary index Residential and Non-Residential
Present and Proposed Drought Rates
11 Normal
Conditions
FY 2024-25
(07/01/24)
FY 2025-26
(07/01/25)
FY 2026-27
(07/01/26)
FY 2027-28
(07/01/27)
FY 2028-29
(07/01/28)
Stage 1 (10%)
0 - 15,000 $1.29 $1.45 $1.67 TBD* TBD* TBD*
15,000 - 25,000 1.55 1.71 1.96 TBD* TBD* TBD*
25,000 + 1.64 1.80 2.07 TBD* TBD* TBD*
Stage 1 (25%)
0 - 15,000 $1.29 $1.77 $2.03 TBD* TBD* TBD*
15,000 - 25,000 1.55 2.03 2.33 TBD* TBD* TBD*
25,000 + 1.64 2.12 2.44 TBD* TBD* TBD*
Stage 3 (45%)
0 - 15,000 $1.29 $2.47 $2.84 TBD* TBD* TBD*
15,000 - 25,000 1.55 2.73 3.14 TBD* TBD* TBD*
25,000 + 1.64 2.82 3.24 TBD* TBD* TBD*
Stage 4 (60%)
0 - 15,000 $1.29 $3.45 $3.97 TBD* TBD* TBD*
15,000 - 25,000 1.55 3.71 4.27 TBD* TBD* TBD*
25,000 + 1.64 3.81 4.37 TBD* TBD* TBD*
TBD* -
Future
rates will
be based
on the
annual
inflationary
index
Irrigation Present and Proposed Rates
12 Present
FY 2024-25
(07/01/24)
FY 2025-26
(07/01/25)
FY 2026-27
(07/01/26)
FY 2027-28
(07/01/27)
FY 2028-29
(07/01/28)
Service (Meter) Charge
3/4” or 1” $37.67 $42.36 $47.87 TBD* TBD* TBD*
1 1/2” 44.09 49.56 56.01 TBD* TBD* TBD*
2” 50.14 56.34 63.67 TBD* TBD* TBD*
3” 56.54 63.54 71.81 TBD* TBD* TBD*
4” 81.82 91.92 103.88 TBD* TBD* TBD*
6” 163.31 183.84 207.76 TBD* TBD* TBD*
8” 261.75 294.40 332.70 TBD* TBD* TBD*
Consumption Charge
All Consumption $1.38 $1.66 $1.88 TBD* TBD* TBD*
TBD* - Future rates will be based on the annual inflationary index Irrigation Present and Proposed Drought Rates
13 Normal
Conditions
FY 2024-25
(07/01/24)
FY 2025-26
(07/01/25)
FY 2026-27
(07/01/26)
FY 2027-28
(07/01/27)
FY 2028-29
(07/01/28)
Stage 1 (10%)
All Consumption $1.66 $1.85 $2.12 TBD* TBD* TBD*
Stage 2 (20%)
All Consumption $1.66 $2.22 $2.54 TBD* TBD* TBD*
Stage 3 (45%)
All Consumption $1.66 $3.02 $3.47 TBD* TBD* TBD*
Stage 4 (60%)
All Consumption $1.66 $4.16 $4.77 TBD* TBD* TBD*
TBD* - Future rates will be based on the annual inflationary index Summary of
the Rate
Design Analysis
• Proposed rates are based on the results of the
cost of service analysis
• Proportional distribution of costs
• Proposed rates provide the funding to meet
the water utility’s financial obligations
• Drought rates have been developed based on
the proposed rate structure
• Implemented during drought conditions per
Council direction
14 Summary of
the Water Rate
Study
• Revenue adjustments are necessary
• Fund annual O&M expenses
• Adequately fund renewal and replacement of the system • Maintain financial metrics
• Cost of service analysis provided the basis for the
proposed rates
• Proposed rates maintain the current rate structure
• Proposed rates have been developed for the next
two-year period
• Future year rate will be based on actual inflation
increase
15 Questions and
Discussion
16 Key Study
Discussion
Areas
Adequately fund
annual operating costs
Costs continue to increase
since the last rate study
City is impacted by recent
inflationary trends
Providing sufficient
capital funding for
Necessary improvements to
maintain the water system
Maintain adequate debt
service coverage ratios
Prudent reserve levels
Cost-Based Rates
Develop proposed rates for
next two fiscal years (FY
24/25 – FY 25/26)
Subsequent rate years based
on actual inflationary
increase
17 Summary of the
Capital Funding
Analysis
18 Example Projects:
- Aging infrastructure replacement
- Annual GAC replacement
Summary of
the Revenue
Requirement
Analysis
($000s)
19 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Proposed Rev. Adj. 13.0% 13.0% TBD TBD TBD
TBD – For modeling purposes analysis assumes 3.5% annually Cost of Service
Unit Costs
20 Residential/
NonResidentialIrrigation Fire Protection
Equivalent Meter Charge $42.36 $42.36 $45.62
Consumption Charge
0 - 15,000 $1.29 N/A N/A
15,000 - 25,000 $1.55 N/A N/A
25,000 + $1.64 N/A N/A
All Consumption N/A $1.66 N/A
Rate Design Analysis
21 Reflect the
findings of the
revenue
requirement and
cost of service
analyses
Meet the rate
design goals and
objectives of the
City
Produce sufficient
revenues to meet
the target
revenues of the
water utility, and
each class of
service
Are cost-based
and proportional
Residential Bill Comparison (3/4” Meter)
22